What are the responsibilities and job description for the Administrative Specialist position at Tennessee Secretary of State?
Tennessee Department of State
Tennessee State Library & Archives
Public Services
Supervisor: Director of Public Services
The Administrative Specialist for the Public Services section provides assistance to its director and staff and supports the ongoing work of the Tennessee State Library & Archives. The Administrative Specialist must strive to fulfill the mission of the Office of the Secretary of State which is “to exceed the expectations of our customers, the taxpayers, by operating at the highest levels of accuracy, cost-effectiveness, and accountability in a customer-centered environment.”
Duties/Responsibilities:
Education and Experience:
Tennessee State Library & Archives
Public Services
Supervisor: Director of Public Services
The Administrative Specialist for the Public Services section provides assistance to its director and staff and supports the ongoing work of the Tennessee State Library & Archives. The Administrative Specialist must strive to fulfill the mission of the Office of the Secretary of State which is “to exceed the expectations of our customers, the taxpayers, by operating at the highest levels of accuracy, cost-effectiveness, and accountability in a customer-centered environment.”
Duties/Responsibilities:
- Provides clerical support for the Public Services Section.
- Completes paperwork for all purchases as required, including bidding, purchase requests, placing orders, and receiving.
- Initiates payment and verification of all invoices.
- Generates and reconciles various monthly revenue and expense reports and works with director to maintain and ensure a balanced budget.
- Verifies all staff paperwork is completed properly and filed on time.
- Assists staff with making travel arrangements.
- Keeps and maintains inventory of department equipment and supplies for Public Services staff and programs.
- Collects statistical data from Public Services staff and inputs data into appropriate spreadsheets for monthly, quarterly, and annual reports.
- Works with the Director of Public Services to complete annual data collection correctly and promptly.
- Assists Director of Public Services in creation of various documentation for reporting to Administrative Leadership.
- Answers and routes all incoming phone calls to appropriate Public Services staff.
- Works periodic shifts in the Reading Room including a minimum of one Saturday per month assisting patrons with ready reference research inquiries and helping locate materials requested.
- May serve on one or more of the Library & Archives building-wide committees as authorized by the Director of Public Services.
- Collaborates with staff on a variety of project assignments and performs other duties as assigned.
Education and Experience:
- Education equivalent to graduation from an accredited college or university with a bachelor’s degree.
- Experience equivalent to three years of increasingly responsible full-time employment in office/clerical work including at least one year of bookkeeping/statistical experience, with preference given to employment in libraries.
- Must possess skills in the operation of a variety of computer software applications including Microsoft Word, Access, Excel, Adobe Acrobat and other business applications.
- Understand and implement standard bookkeeping practices and procedures.
- Possess flexibility in accepting new responsibilities and learning new concepts for information processing and /or office procedures.
- Communicate effectively with diverse groups and individuals with strong interpersonal, verbal and written skills.
- Strong organizational skills, including the ability to establish priorities, follow project timelines and meet project deadlines.
- Possess strong attention to detail.
- Ability to maintain workflow with multiple interruptions.
- Ability to work unsupervised in a conscientious manner.
- Ability to work collegially as part of a team.
- Ability to work in an environment with books and materials that contain dust and other allergens.
- Possess ability to simultaneously utilize telephone and computer system for extended periods.
- Possess ability to sit for long periods.
- Assist the organization to create a safe and healthy work environment by working safely with the equipment provided.
- Follow instructions given for health and safety purposes and immediately reporting any unsafe working practices or hazardous working conditions.
- Take whatever measures are necessary to protect the collections from loss, mutilation or theft.
