Executive Administrative Assistant

Job Description :

On Site Shift 18:00 AM 4:30 PM Regular Shift

Summary: Under general supervision, is responsible for regulatory boards administrative work of average difficulty; and performs related work as required. This is a short-term position and is non-renewable.

Distinguishing Features: An employee in this class handles moderately complex activities for a regulatory board necessary for the execution of statutes and mandates licensing processes.
1. Reviews licensure/application, permits, and certifications for status, completeness, accuracy, and eligibility requirements based on policy, procedures, and law.
2. Makes a recommendation to accept or reject the application in accordance with pertinent laws, rules, and regulations, and forwards recommendation to consultant for approval.
3. Makes determinations on requests for reciprocity and renewal, per policy, procedures, and law.
4. Evaluates licensing certificates, registration, or other statements of authority for completeness, accuracy, and eligibility requirements.
5. Ensure that licenses and reports are completed accurately.
6. Ensures mandates and pronouncements are implemented as assigned.
Making Decisions and Solving Problems:
Issues licenses, certificates, registration, or other statements of authority to practice in an occupation or profession. Resolves problems according to board policy and procedures.
Processing Information:

Matches payments made to cashier's office with appropriate licensee's record.
May process expenditure reports.
Interacting With Computers:
Enters and/or revises data from multiple sources into data base. May post or adjust payments on licensee's record in computer. Utilizes appropriate computer programs to accomplish administrative activities.
Documenting/Recording Information: Maintains and processes license payment records and accounts for fees to include refunds and returned checks. Prepares reports for submission to the board. Maintains license payment records. Coordinates the collection and preparation of reports.
Communicating with Persons Outside Organization:
Handles complaints and explains policies, procedures, and laws to applicants, members of the public, board and commission members, operating departments, and other entities. Responds to applicant inquiries about licenses. Supplies requested information, records, or reports. Provides information to other states or professional organizations surveying for information such as number of licensees or the cost of a license. May notify applicants of passing or failing examination scores. May ensure that applicants are notified of passage or failure.
Getting Information:
Examines the status of the applicant/licensee from established computer databases.
Scheduling Work and Activities:
Coordinates meetings for pertinent board or commissions. Coordinates the scheduling applicant interviews. Ensures the notification of the date, time, and place of the applicant's interviews. Notifies applicant of date, time, and place of interview. Prepares the meeting facility.
Communicating with Supervisors, Peers, or Subordinates:
Relates findings to appropriate personnel (e.g., supervisor, director, or attorney) of the status of the case. Discusses critical deviations from standard policies and procedures with a supervisor. Discusses issues concerning the preparation of reports with supervisor. Collects expenditure reports. May collect reports from inspectors, investigators, and auditors.
Monitor Processes, Materials, or Surroundings:
May monitor or review the status of case investigations of individuals practicing pertinent occupations and professions. May monitor applicants during the examination.
Education and Experience: Education equivalent to graduation from a standard high school and experience equivalent to four years of full-time work in one or a combination of the following: management, administrative support to management, or clerical experience.

Substitution of College Education for Experience: Course work credit received from an accredited college or university may substitute for the required experience on a month-for-month basis to a maximum of four years (e.g., 45 quarter hours may substitute for one year of the required experience.

OR
Experience equivalent to one year as a Regulatory Board Admin Asst 1 with the State of Tennessee.
Necessary Special Qualifications: None.
Examination Method: Education and Experience,100%, for Preferred Service positions. For Executive Service positions, Minimum Qualifications, Necessary Special Qualifications, and Examination Method are determined by the appointing authority.
Competencies:
1. Customer Focus
2. Dealing with Ambiguity
3. Functional/Technical Competencies
4. Problem Solving
5. Informing
6. Priority Setting
7. Technical Learning
8. Time Management
9. Comfort Around Higher Management
10. Written Communications
Knowledge:
1. Knowledge of Customer Service Principles
2. Knowledge of Administrative and Clerical Procedures
3. Knowledge of Grammar and Spelling
4. Knowledge of Basic Mathematics
Skills:
1. Reading Comprehension Skill
2. Problem Solving Skills
3. Basic Computer Skills
4. Writing Skills
Abilities:
1. Ability to Work in a Team Environment
2. Ability to Comprehend New Information
3. Multi-Tasking Ability
4. Oral Comprehension Ability
5. Deductive Reasoning Ability
6. Ability to Instruct
7. Ability to Manage Personnel Resources
8. Oral Expression Ability
9. Social Perceptiveness Ability

1. Computer
2. Copier
3. Printer
4. Fax Machine
5. Scanner
6. Calculator
7. Tablet
8. Laptop
9. Phones

Job Type: Contract

Pay: $15.00 - $19.00 per hour

Schedule:

• 8 hour shift

Ability to Commute:

• Nashville, TN 37243 (Required)

Ability to Relocate:

• Nashville, TN 37243: Relocate before starting work (Required)

Work Location: In person

Salary : $15 - $19