ADMINISTRATIVE SERVICES ASSISTANT 3 - 11122024-63234 - State of Tennessee : Job Details

Job Information State of Tennessee Job InformationOpening Date/Time11/12/2024 12:00AM Central TimeClosing Date/Time11/25/2024 11:59PM Central TimeSalary (Monthly)$4,017.00 - $5,028.00Salary (Annually)$48,204.00 - $60,336.00Job TypeFull-TimeCity, State LocationTrenton, TNDepartmentHealth LOCATION OF (1) POSITION(S) TO BE FILLED: DEPARTMENT OF HEALTH, LOCAL HEALTH DIVISION, GIBSON COUNTYJob Title: FQHC Operations BackupQualifications Education and Experience: Graduation from an accredited college or universitywith a bachelor's degree AND experience equivalent to three years of increasingly responsible full-time professional staff administrative experience. Substitution of Experience for Education: 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. Substitution of Education for Experience: 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. OR Two years of increasingly responsible professional administrative services experience with the State of Tennessee. Necessary Special Qualifications: Positions within the Division of Rehabilitation Services of the Department of Human Services will be required to:

Complete a criminal history disclosure form in a manner approved by the appointing authority;

Agree to release all records involving their criminal history to the appointing authority;

Supply a fingerprint sample prescribed by the TBI based criminal history records check;

Submit to a review of their status on the Department of Health's vulnerable persons registry.Overview Summary: Under general supervision, is responsible for professional staff administrative work of considerable difficulty and supervisory work of routine difficulty in support of line operations; and performs related work as required. Distinguishing Features: This is the first supervisory class in the Admin Services Assistant sub-series. Incumbents in this classification often supervise professional and sub professional staff in accomplishing administrative services and related departmental functions. Certain assignments with no supervision of professional staff may be included in this class when the work performed is of considerable scope and complexity. This work involves considerable responsibility for developing, implementing and enforcing pertinent policies and procedures. This class differs from that of Admin Services Assistant 2 in that incumbents of the latter function at the working level and perform work of lesser scope and complexity. This class differs from that of Admin Services Assistant 4 in that incumbents of the latter function with a higher degree of independence and have greater scope and impact in the areas of policy development, fiscal control, and personal contacts. This class differs from that of more specialized classes that perform administrative services related and analytic duties in that incumbents of the latter perform these duties within a specific, limited field and function as analytic specialists, rather than generalists. Responsibilities Developing Objectives and Strategies:

Assists in developing policies and procedures for implementing new or modifying existing administrative services programs and activities.Monitoring and Controlling Resources:

Prepares budgets for the agency.

Reviews operating budgets to determine the agency's budgetary needs.

Monitors the agency's purchase orders to ensure accuracy, completeness, and compliance.

Conducts grant administration and monitoring to ensure compliance with grant requirements.

Maintains appropriate records of agency inventory and property.Making Decisions and Solving Problems:

Resolves problems according to agency policies and procedures.Interacting with Computers:

Utilizes appropriate computer programs to accomplish administrative activities.Communicating with Persons Outside Organization:

Serves as a liaison between the agency and the general public, persons in other state departments and divisions, officials, government representatives, and entities outside the organization in order to explain matters of procedure and regulation.

Prepares and edits organizational publications for a variety of audiences.Guiding, Directing, and Motivating Subordinates:

Writes job plans to ensure performance objectives are established.

Conducts performance evaluations to provide feedback on employee performance.

Supervises staff.Staffing Organizational Units:

Makes recommendations on staff employment, retention, promotion, demotion, and other human resources actions.Communicating with Supervisors, Peers, or Subordinates:

Communicates managerial directives to program operations to ensure their enforcement.

Studies operations and services to make suggestions to management for improvements.

Communicates project status or other relevant information to supervisors on a regular basis.Coordinating the Work and Activities of Others:

Supervises a program function of significant scope and impact.

Supervises the preparation and maintenance of a variety of pertinent records and reports.Performing Administrative Activities:

Performs human resources administration in one or more of the following areas: employee relations, affirmative action, recruitment, employee development, and training.

May act as the Administrative Services Officer or the Assistant Administrative Services Officer based on the complexity of the administrative services operation and the size of the agency.

Plans programs to meet agency objectives.

Performs a variety of general staff administrative duties to support program operations.

Coordinates printing services, mail services, or stores and warehousing services for the agency.

Conducts space planning and facility management to ensure environment, health, and safety standards are met.Documenting/Recording Information:

Prepares records and reports to meet agency needs.

Reviews records and reports in order to ensure accuracy, completeness, and adherence to standards.

Maintains agency records based on established guidelines.Scheduling Work and Activities:

Makes work assignments to staff in order to achieve agency objectives.Training and Teaching Others:

Trains subordinate staff.Analyzing Data or Information:

Interprets and enforces existing policies and methods.

Analyzes pertinent policies and procedures to make recommendations for improvements.

Analyzes the organization, economy, efficiency, and quality of agency operations and services to make recommendations for improvements.Getting Information:

Conducts research in one or more of the following areas to obtain relevant information: fiscal, economic, non-technical legal, legislative, and publications.Competencies (KSA's) Competencies:

Fairness to Direct Reports

Written Communications

Career Ambition

Composure

Motivating Others

Innovation Management

Dealing with Ambiguity

Decision Quality

Listening

Intellectual HorsepowerKnowledge:

Administrative and Management

Computers and Electronics

Economics and Accounting

Law and Government

Mathematics

Principles and Methods for Education and Training

Principles and Procedures of Human Resources

Providing Customer ServiceSkills:

Active Learning and Listening

Coordination of Administrative Activities

Critical Thinking

Equipment Maintenance

Instructing

Judgment and Decision Making

Management of Financial Resources

Management of Personnel Resources

Mathematic

Monitoring

Negotiation

Persuasion

Problem Solving

Reading Comprehension

Service Orientation

Social Perceptiveness

Speaking

Time Management

Troubleshooting

WritingAbilities:

Deductive and Inductive Reasoning

Oral Expression and Comprehension

Problem Sensitivity

Selective Attention

Time Sharing

Written Expression and ComprehensionTools & Equipment

Personal Computer

Telephone

Microfiche

Microfilm

Fax Machine

Printer

Scanner

Copy Machine

Calculator

Retail Sales EquipmentOther Office Related Equipment as RequiredTN 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.