SECRETARY - 04082025-66815

Job Information

State of Tennessee Job Information

LOCATION OF (1) POSITION(S) TO BE FILLED: DEPARTMENT OF CORRECTION, PROBATION AND PAROLE FIELD SUPERVISION DIVISION, HAMILTON COUNTY

A Motor Vehicle Records screening will be conducted prior to employment.

This position requires a criminal background check. Therefore, you may be required to provide information about your criminal history in order to be considered for this position.

Qualifications

Education and Experience: Education equivalent to graduation from a standard high school.

OR

Qualifying full-time secretarial or office clerical experience may be substituted for the required education on a year for year basis.

Necessary Special Qualifications: Positions within the Division of Rehabilitation Services of the Department of Human Services will be required to:

• Complete a criminal history disclosure form in a manner approved by the appointing authority;
• Agree to release all records involving their criminal history to the appointing authority;
• Supply a fingerprint sample prescribed by the TBI based criminal history records check;
• Submit to a review of their status on the Department of Health's vulnerable persons registry.

Overview

Under general supervision, is responsible for typing and clerical work of average difficulty; and performs related work as required. This is the entry working class in the secretary sub-series. An employee in this class is responsible for performing a variety of secretarial science duties. This class differs from Administrative Secretary in that an incumbent of the latter performs more complex secretarial duties and duties of wider scope and impact.

Responsibilities

• Prepares a variety of materials including correspondence, memoranda, abstracts, spreadsheets, various reports, and other items. Reviews materials for spelling, grammar, and makes suggestions for improvements where appropriate.
• Communicates with customers through phone, email, and/or in-person to provide assistance and direction regarding policies, procedures, and agency information.
• Gathers information from various sources such as files, the internet, and databases for meetings, interviews, presentations, and to perform other administrative tasks.
• Performs various administrative tasks including but not limited to creating documents for internal/external communications, filing, auditing documentation for accuracy and completion, monitoring inventory levels, maintaining calendars, and disseminating information.
• Inspects office equipment to ensure proper working condition.

Competencies (KSA's)

• Manages Ambiguity
• Nimble Learning
• Communicates Effectively
• Interpersonal Savvy
• Decision Quality

Knowledges:

• Customer and Personal Service
• Clerical
• English Language
• Mathematics

• Active Learning and Listening
• Reading Comprehension
• Social Perceptiveness
• Time Management
• Writing

• Oral Comprehension & Expression
• Speech Clarity & Recognition
• Written Comprehension
• Memorization

Tools & Equipment

• Computers
• Copier/Scanner/Fax Machine
• Various Office Equipment (i.e. Postage Meter, Laminating Machine)
• Telephone
• Audio & Visual Equipment