Administrative Services Assistant 3 - 06082023-46837

Job Information
LOCATION OF (1) POSITION(S) TO BE FILLED: DEPARTMENT OF HEALTH, FAMILY HEALTH AND WELLNESS DIVISION, DAVIDSON COUNTY
Minimum Qualifications
Education and Experience: 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.
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.
Other Requirements
Necessary Special Qualifications: Positions within the Division of Rehabilitation Services of the Department of Human Services will be required to:

• Submit to a review of their status on the Department of Health’s vulnerable persons registry.
• Complete a criminal history disclosure form in a manner approved by the appointing authority;
• Supply a fingerprint sample prescribed by the TBI based criminal history records check;
• Agree to release all records involving their criminal history to the appointing authority;

Job 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.
Work Activities
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:

• Conducts grant administration and monitoring to ensure compliance with grant requirements.
• Monitors the agency's purchase orders to ensure accuracy, completeness, and compliance.
• Reviews operating budgets to determine the agency's budgetary needs.
• Maintains appropriate records of agency inventory and property.
• Prepares budgets for the agency.

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:

• Conducts performance evaluations to provide feedback on employee performance.
• Writes job plans to ensure performance objectives are established.
• 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.
• Communicates project status or other relevant information to supervisors on a regular basis.
• Studies operations and services to make suggestions to management for improvements.

Coordinating the Work and Activities of Others:

• Supervises the preparation and maintenance of a variety of pertinent records and reports.
• Supervises a program function of significant scope and impact.

Performing Administrative Activities:

• 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.
• Conducts space planning and facility management to ensure environment, health, and safety standards are met.
• Coordinates printing services, mail services, or stores and warehousing services for the agency.
• Performs a variety of general staff administrative duties to support program operations.
• Performs human resources administration in one or more of the following areas: employee relations, affirmative action, recruitment, employee development, and training.

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:

• Analyzes the organization, economy, efficiency, and quality of agency operations and services to make recommendations for improvements.
• Analyzes pertinent policies and procedures to make recommendations for improvements.
• Interprets and enforces existing policies and methods.

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:

• Career Ambition
• Decision Quality
• Fairness to Direct Reports
• Innovation Management
• Dealing with Ambiguity
• Written Communications
• Composure
• Intellectual Horsepower
• Motivating Others
• Listening

Knowledge:

• Law and Government
• Principles and Procedures of Human Resources
• Economics and Accounting
• Providing Customer Service
• Mathematics
• Administrative and Management
• Principles and Methods for Education and Training
• Computers and Electronics

Skills:

• Management of Financial Resources
• Active Learning and Listening
• Negotiation
• Equipment Maintenance
• Critical Thinking
• Writing
• Mathematic
• Problem Solving
• Time Management
• Troubleshooting
• Judgment and Decision Making
• Social Perceptiveness
• Speaking
• Management of Personnel Resources
• Instructing
• Coordination of Administrative Activities
• Persuasion
• Monitoring
• Service Orientation
• Reading Comprehension

Abilities:

• Selective Attention
• Written Expression and Comprehension
• Time Sharing
• Problem Sensitivity
• Oral Expression and Comprehension
• Deductive and Inductive Reasoning

Tools and Equipment Used

• Retail Sales Equipment
• Calculator
• Fax Machine
• Microfiche
• Personal Computer
• Scanner
• Telephone
• Copy Machine
• Microfilm
• Printer

Other Office Related Equipment As Required
TN Driver Standards
State of Tennessee positions that may involve driving responsibilities require candidates to meet the following minimum driver qualifications:

• 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.
• A valid driver's license

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.