What are the responsibilities and job description for the Administrative Specialist position at Tennessee Secretary of State?
Tennessee Department of State
Division of Information Technology
Mission: The mission of the Office of the Secretary of State 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.
Supervisor: Information Technology Director
Summary: Responsible for providing administrative support within the Information Technology Division.
Duties/Responsibilities
Education and Experience:
Division of Information Technology
Mission: The mission of the Office of the Secretary of State 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.
Supervisor: Information Technology Director
Summary: Responsible for providing administrative support within the Information Technology Division.
Duties/Responsibilities
- Prepare purchase requests for the Division; process purchase orders and invoice payments.
- Coordinate with the Fiscal Division to aid in technical purchases for other Divisions.
- Provide information, technical support, and Help Desk services.
- Receive and route telephone calls; sort and distribute mail.
- Organize meetings and documentation for the annual Information Systems Planning process.
- Order supplies and materials for the Information Technology Division staff and programs; compile statistical reports, including reports of hardware/software ordered by each division.
- Maintain hardware inventory database and surplus equipment as required.
- Prepare travel arrangements for the Information Systems Division staff, including transportation, hotel reservations, and travel reimbursement claims.
- Monitor accounts for budgetary purposes, including tracking of expenses, and review of invoices to ensure accuracy and keeping the division director advised of errors and discrepancies.
- Responsible for purchases, payments, and monitoring of supplies as the division’s liaison with vendor
- Perform other duties as assigned.
Education and Experience:
- Graduation from an accredited college or university with a bachelor’s degree.
- Qualifying full-time increasingly responsible sub-professional experience or para-professional or professional experience may be substituted for the required education, on a year-for-year basis, to a maximum of three years.
- Strong organizational skills, attention to detail, and accuracy.
- Perform routine administrative duties in support of division activities.
- Possess skills in or demonstrate an ability to learn moderate technological operations and software applications, including Microsoft Office, Email/Messaging, and other specially designed software packages.
- Compose and produce clear correspondence and reports.
- Approach staff members and the public in a friendly, professional manner.
- Ability to follow written or oral instructions.
- Ability to repeatedly lift boxes of up to thirty pounds.
Salary : $3,750