REGULATORY BOARD ADMINISTRATIVE ASSISTANT 2 - 02252025-65799

Job Information

State of Tennessee Job Information

Opening Date/Time 02/25/2025 12:00AM Central Time

Closing Date/Time 03/03/2025 11:59PM Central Time

Salary (Monthly) $4,017.00 - $6,039.00

Salary (Annually) $48,204.00 - $72,468.00

Job Type Full-Time

City, State Location Nashville, TN

Department Health

LOCATION OF (1) POSITION(S) TO BE FILLED: DEPARTMENT OF HEALTH, HEALTH RELATED BOARDS DIVISION, DAVIDSON COUNTY

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 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

Overview

Summary: Under general supervision, is responsible for regulatory boards administrative work of average difficulty; and performs related work as required.

Distinguishing Features: An employee in this class handles moderately complex activities for a regulatory board necessary for the execution of statutes and mandates and may supervise staff. This class differs from Regulatory Board Admin Asst 1 in that an incumbent of the latter handles less complex administrative activities and does not function as a supervisor. This class differs from Regulatory Board Admin Asst 3 in that an incumbent of the latter supervises a larger staff.

Responsibilities

Evaluating Information to Determine Compliance with Standards:

• Reviews licensure/application, permits, and certifications for status, completeness, accuracy, and eligibility requirements based on policy, procedures and law.
• Makes a recommendation to accept or reject the application in accordance with pertinent laws, rules, and regulations, and forwards recommendation to supervisor for approval.
• Makes determinations on requests for reciprocity and renewal, per policy, procedures and law.
• Evaluates licensing certificates, registration, or other statements of authority for completeness, accuracy, and eligibility requirements.
• Ensure that licenses and reports are completed accurately.
• 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.
  
  

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 make adjustments to payments on licensee¿s record in computer.
  
  

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.
• May prepare leave and attendance requests and timesheets.
  
  

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 case from established computer databases.
  
  

Scheduling Work And Activities

• Coordinates meetings for pertinent board or commissions.
• Supervises or coordinates the scheduling of requisite competency examinations.
• Ensures that the testing dates, time, and place are set for test administrators.
• Ensures the notification of the date, time, and place of the applicant¿s examination or interviews.
• Notifies applicant of date, time, and place of examination or interviews.
• Prepares the meeting facility.
• May ensure that applicants are monitored during examinations, and that applicants are notified of passage or failure.
  
  

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 instruct peers and subordinates on the performance job duties.
• May ensure that administrative staff collects and prepares leave requests and timesheets, weekly reports, and inspection sheets.
• May collect reports from inspectors, investigators, and auditors.
  
  

Staffing Organizational Units

• May conduct performance evaluations for staff.
  
  

Coordinating The Work And Activities Of Others

• May supervise staff.
  
  

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.
  
  

Monitoring And Controlling Resources

• May order equipment and supplies.
  
  

Competencies (KSA's)

Competencies

• Customer Focus
• Dealing with Ambiguity
• Functional/Technical Competencies
• Problem Solving
• Informing
• Priority Setting
• Technical Learning
• Time Management
• Comfort Around Higher Management
• Written Communications
  
  

Knowledge

• Knowledge of Customer Service Principles
• Knowledge of Administrative and Clerical Procedures
• Knowledge of Grammar and Spelling
• Knowledge of Basic Mathematics
  
  

Skills

• Reading Comprehension Skill
• Problem Solving Skills
• Basic Computer Skills
• Writing Skills
  
  

Abilities

• Ability to Work in a Team Environment
• Ability to Comprehend New Information
• Multi-Tasking Ability
• Oral Comprehension Ability
• Deductive Reasoning Ability
• Ability to Instruct
• Ability to Manage Personnel Resources
• Oral Expression Ability
• Social Perceptiveness Ability
  
  

Tools & Equipment

• Computer
• Copier
• Printer
• Fax Machine
• Scanner
• Calculator
• Tablet
• Laptop
• Phones
  
  

TN Driver Standards

State of Tennessee positions that may involve driving responsibilities require candidates to meet the following minimum driver qualifications:

• A valid driver's license
• For the past five years, the candidate's driver record must not have record of the following violations: driving under the influence (DUI), reckless driving, license suspension for moving violations, more than 4 moving violations.
  
  

Please include your Driver's License Information under the Licenses and Certifications section of your application.

• Agencies may allow an exception based on other factors.