ADMINISTRATIVE SERVICES ASSISTANT 5-04222025-67323

Job Information

State of Tennessee Job Information

LOCATION OF (1) POSITION(S) TO BE FILLED: DIVISION OF TENNCARE, DAVIDSON COUNTY

Minimum Monthly Salary $4,517/month
TennCare compensation is equitable and will be based on education and experience for a qualified candidate in accordance with Department of Human Resources (DOHR) policy.

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

Positions have a combination of work from home and work in the office, which varies by position, department, and business need. You may review the specific expectations with our hiring team.

Qualifications

Education and Experience: Graduation from an accredited college or university with a bachelor's degree AND experience equivalent to substantial (five or more years of) full-time increasingly responsible professional staff administrative experience.

Substitution of Experience for Education: Qualifying full-time increasingly responsible sub professional, paraprofessional, or professional experience may be substituted for the required education on a year-for-year basis, to a maximum of four years.

Substitution of Education for Experience: Additional graduate coursework in public administration, business administration, or other acceptable field may be substituted for the required experience, on a year-for-year basis, to a maximum of two years.

OR



Four years of increasingly responsible professional administrative services experience with the State of Tennessee.

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

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

Overview

Summary: Under general supervision, is responsible for professional staff administrative work of considerable difficulty and supervisory work of average difficulty in support of line operations; and performs related work as required.

Distinguishing Features: This is the third supervisory class in the Admin Services Assistant sub-series. Incumbents in this class independently perform complex administrative duties having broad scope and impact. This work frequently involves developing new and evaluating existing policies and procedures for managing administrative programs and activities, and directing fiscal services and budgetary operations involving large sums of money. Employees in this class have regular personal contacts with high level officials and administrators in explaining, interpreting and enforcing pertinent laws, regulations and policies, handling difficult negotiations, resolving issues and problems, and making presentations to various representative groups and the general public on administrative related matters. This work also involves independent responsibility or overall supervisory responsibility for important and complex operational, financial, personnel and/or technical records and reports for specific activities or operations in a large operational unit or small highly specialized technical unit. This class differs from that of Admin Services Assistant 4 in that incumbents of the latter supervise administrative services functions of less scope and impact and often administer fiscal services and budgetary activities of lesser monetary value and complexity. There are also less frequent difficult personal contacts with high level officials. This class differs from that of Admin Services Manager in that incumbents of the latter plan, organize and direct major portions of administrative services functions for the largest and most complex organizational units and have major impact on complex policy development, implementation and evaluation, financial and budgetary control, organization and staffing, and planning activities in their respective agencies. This class differs from that of more specialized classes that supervise administrative services related and analytic functions in that incumbents of the latter perform these duties within a specific, limited field and supervise specialized analytic rather than generalized operations.

Responsibilities

Making Decisions and Solving Problems:

• Resolves problems according to agency policies and procedures.
• Handles negotiations to resolve problems or issues.

Developing Objectives and Strategies:

• Independently develops policies and procedures for implementing new or modifying existing administrative services programs and activities.
• Assists top executives in developing, implementing, and enforcing major policies and procedures affecting an agency as a whole or a significant segment of the public.

Coordinating the Work and Activities of Others:

• Supervises the preparation and maintenance of a variety of pertinent complex operational, financial, personnel, and/or technical records and reports.
• Manages a program function such as fiscal services, budgeting, grants administration, contract management and administration, procurement, property administration, space planning and management, personnel, stores, records management, mail, printing, public information, information systems, and general research with independent control over grants and/or contracts of very significant complexity and monetary value.

Communicating with Persons Outside Organization:

• Serves as a liaison between the agency and persons of substantially high rank in order to explain, interpret, and enforce pertinent laws, regulations, policies, and procedures.
• Makes presentations to representative groups and the general public to inform them on administrative matters.
• Prepares and edits organizational publications for a variety of audiences.

Monitoring and Controlling Resources:

• Prepares budgets for the agency.
• Reviews, analyzes, and controls operating budgets of significant complexity.
• Conducts grant development, administration, and monitoring to ensure compliance with grant requirements.
• Monitors the agency's purchase orders to ensure accuracy, completeness, and compliance.
• Maintains appropriate records of agency inventory and property.

Staffing Organizational Units:

• Makes recommendations on staff employment, retention, promotion, demotion, and other human resources actions.

Performing Administrative Activities:

• Acts as the Administrative Services Officer in a small department with very complex and varied administrative services, a small mental health facility, or a large operating unit.
• Performs human resources administration in one or more of the following areas: employee relations, affirmative action, recruitment, employee development, and training.
• Plans programs to meet agency objectives.
• Performs a variety of general staff administrative duties to support program operations.

Getting Information:

• Conducts research in one or more of the following areas to obtain relevant information: fiscal, economic, non-technical legal, legislative, and publications.

Analyzing Data or Information:

• Analyzes pertinent policies and procedures to make recommendations for improvements.
• Interprets and enforces existing policies and methods.
• Analyzes the organization, economy, efficiency, and quality of agency operations and services to make recommendations for improvements.

Scheduling Work and Activities:

• Makes work assignments to staff in order to achieve agency objectives.

Interacting with Computers:

• Utilizes appropriate computer programs to accomplish administrative activities.

Training and Teaching Others:

• Trains subordinate staff.

Guiding, Directing, and Motivating Subordinates:

• Writes job plans to ensure performance objectives are established.
• Conducts performance evaluations to provide feedback on employee performance.
• Supervises staff.

Documenting/Recording Information:

• Reviews records, reports, and research in order to ensure accuracy, completeness, and adherence to standards.
• Prepares records and reports to meet agency needs.
• Maintains agency records based on established guidelines.

Communicating with Supervisors, Peers, or Subordinates:

• Communicates managerial directives to program operations to ensure their enforcement.
• Studies operations and services to make suggestions to management for improvements.
• Communicates project status or other relevant information.

Competencies (KSA's)

Competencies:

• Decision Quality
• Functional/Technical Competencies
• Dealing with Ambiguity
• Technical Learning
• Integrity and Trust
• Total Work Systems
• Conflict Management
• Timely Decision Making
• Organizational Agility
• Action Oriented

Knowledge:

• Administrative and Management
• Communications and Media
• Computers and Electronics
• Economics and Accounting
• Law and Government
• Mathematics
• Principles and Methods for Education and Training
• Principles and Procedures of Human Resources
• Providing Customer Service
• Public Safety and Security
• Sales and Marketing

Skills:

• Active Learning and Listening
• Complex Problem Solving
• Coordination of Administrative Activities
• Critical Thinking
• Equipment Maintenance
• Instructing
• Judgment and Decision Making
• Management of Financial Resources
• Management of Material Resources
• Management of Personnel Resources
• Mathematic
• Monitoring
• Negotiation
• Persuasion
• Reading Comprehension
• Service Orientation
• Social Perceptiveness
• Speaking
• Systems Analysis
• Time Management
• Troubleshooting
• Writing

Abilities:

• Deductive and Inductive Reasoning
• Oral Expression and Comprehension
• Originality
• Perceptual Speed
• Problem Sensitivity
• Selective Attention
• Time Sharing
• Visualization
• Written Expression and Comprehension

Tools & Equipment

• Personal Computer
• Telephone
• Microfiche
• Microfilm
• Fax Machine
• Printer
• Scanner
• Copy Machine
• Calculator
• Retail Sales Equipment
• Other Office Related Equipment as Required