Administrative Specialist - Planning and Development - Human Resources Division

Human Resources Division•Nashville, TN

1d•Onsite

About The Position

The Tennessee Department of State, Tennessee State Library & Archives, Planning & Development Division is seeking an Administrative Specialist. 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. This role provides essential clerical support to the Planning & Development (P&D) section, managing various administrative and financial tasks to ensure smooth operations.

Requirements

Education equivalent to graduation from an accredited college or university with a bachelor’s degree.
Three years of increasingly responsible full-time employment in office/clerical work.
At least one year of bookkeeping/statistical experience.
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.
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.
Ability to travel throughout the state as needed.
Ability to lift and carry boxes, ledgers, books, and other items weighing up to 40 pounds.
Ability to push and maneuver utility and book carts through stack aisles and carpeted areas.
Frequent bending, squatting, and reaching to retrieve and reshelve items from bins and shelving units.
Standing and walking for extended periods up to 4 hours at a time.

Nice To Haves

Employment in libraries.

Responsibilities

Provides clerical support for the Planning & Development (P&D) section.
Completes paperwork for all purchases, including acquiring quotes, creating purchase requests, placing orders, receiving items, and submitting invoices for payment.
Initiates payment and verification of all invoices.
Creates event memos and associated documentation for P&D events.
Reviews and routes contract payment requests for signature and submits completed requests for payment.
Maintains a positive relationship with the Fiscal & Administrative Services department staff.
Generates and reconciles monthly revenue and expense reports and works with the supervisor 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 P&D staff and programs.
Answers and routes all incoming phone calls to appropriate P&D staff.
Collaborates with staff on project assignments and performs other duties as assigned.
Simultaneously utilizes telephone and computer system for extended periods.
Sits for long periods.
Works safely with provided equipment.
Follows instructions for health and safety purposes and reports unsafe practices or hazardous conditions.
Takes measures to protect collections from loss, mutilation, or theft.