Administrative Services Assistant - Hybrid Nasville, TN

Novalink Solutions LLC • Nashville, TN

4d • Hybrid

About The Position

The Administrative Services Assistant 3 (ASA 3) will provide administrative support to the Overdose Response Coordination Office (ORCO) of the Tennessee Department of Health. Under general supervision the position is responsible for professional staff administrative work of considerable difficulty.

Requirements

• Graduation from an accredited college or university with a bachelor's degree AND experience equivalent to three years of increasingly responsible full-time professional staff administrative experience.
• 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.
• 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.
• Two years of increasingly responsible professional administrative services experience with the State of Tennessee.
• Proficient (4-6 Years) Administrative Assistant skills.
• Proficient (4-6 Years) Adobe Acrobat skills.
• Proficient (4-6 Years) Balancing/Reconciling skills.
• Proficient (4-6 Years) Book-keeping skills.
• Proficient (4-6 Years) Correspondence - Email skills.
• Proficient (4-6 Years) Customer Service skills.
• Proficient (4-6 Years) Figures skills.
• Proficient (4-6 Years) Microsoft Excel skills.
• Novice (1-3 Years) Microsoft PowerPoint skills.
• Proficient (4-6 Years) Microsoft Word skills.
• Proficient (4-6 Years) Printing and Copying skills.
• Proficient (4-6 Years) Proofreading/Editing skills.
• Proficient (4-6 Years) Travel Arrangements skills.
• Proficient (4-6 Years) Verbal Communication skills.

Responsibilities

• Monitor, purchase, and receive supplies for ORCO following state policies, procedures and documentation requirements.
• Provide administrative support to the Fiscal and Grants Manager with contractual and invoice related documents. This will assist with communications with contracted agencies; assist with yearly accrual audit and organize files.
• Coordinate travel for ORCO. Assist with preparation of out-of-state travel following travel regulations and accurate accounting codes.
• Lead scheduling efforts for the office- scheduling meetings between multiple stakeholders, communicating with stakeholders, arranging for assistive technology for meetings such as conference lines and web-based video services.
• Take notes during meetings, maintaining office files and keeping documentation of work products in order and accessible for the office.
• Support program implementation efforts across state public health regions where ORCO is present.
• Coordinate social media releases, website updates (and maintenance), and flyer production (with input from ORCO team and partners).

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level