ADMINISTRATIVE SERVICES ASSISTANT 5 - 03122024-55865

Job Information

LOCATION OF (1) POSITION TO BE FILLED: DEPARTMENT OF SAFETY AND HOMELAND SECURITY, HIGHWAY PATROL DIVISION, DAVIDSON COUNTY

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Qualifications

Education and Experience: Graduation from an accredited college or university with a bachelor's degree AND experience equivalent to substantial (five or more years of) full-time increasingly responsible 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

Four 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:

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

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

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

4. Submit to a review of their status on the Department of Healths vulnerable persons registry.

Summary

Responsibilities

1. Resolves problems according to agency policies and procedures.
2. Handles negotiations to resolve problems or issues.

1. Independently develops policies and procedures for implementing new or modifying existing administrative services programs and activities.
2. Assists top executives in developing, implementing, and enforcing major policies and procedures affecting an agency as a whole or a significant segment of the public.

1. Supervises the preparation and maintenance of a variety of pertinent complex operational, financial, personnel, and/or technical records and reports.
2. Manages a program function such as fiscal services, budgeting, grants administration, contract management and administration, procurement, property administration, space planning and management, personnel, stores, records management, mail, printing, public information, information systems, and general research with independent control over grants and/or contracts of very significant complexity and monetary value.

1. Serves as a liaison between the agency and persons of substantially high rank in order to explain, interpret, and enforce pertinent laws, regulations, policies, and procedures.
2. Makes presentations to representative groups and the general public to inform them on administrative matters.
3. Prepares and edits organizational publications for a variety of audiences.

1. Prepares budgets for the agency.
2. Reviews, analyzes, and controls operating budgets of significant complexity.
3. Conducts grant development, administration, and monitoring to ensure compliance with grant requirements.
4. Monitors the agency's purchase orders to ensure accuracy, completeness, and compliance.
5. Maintains appropriate records of agency inventory and property.

1. Makes recommendations on staff employment, retention, promotion, demotion, and other human resources actions.

1. Acts as the Administrative Services Officer in a small department with very complex and varied administrative services, a small mental health facility, or a large operating unit.
2. Performs human resources administration in one or more of the following areas: employee relations, affirmative action, recruitment, employee development, and training.
3. Plans programs to meet agency objectives.
4. Performs a variety of general staff administrative duties to support program operations.

1. Conducts research in one or more of the following areas to obtain relevant information: fiscal, economic, non-technical legal, legislative, and publications.

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

1. Makes work assignments to staff in order to achieve agency objectives.

1. Utilizes appropriate computer programs to accomplish administrative activities.

1. Trains subordinate staff.

1. Writes job plans to ensure performance objectives are established.
2. Conducts performance evaluations to provide feedback on employee performance.
3. Supervises staff.

1. Reviews records, reports, and research in order to ensure accuracy, completeness, and adherence to standards.
2. Prepares records and reports to meet agency needs.
3. Maintains agency records based on established guidelines.

1. Communicates managerial directives to program operations to ensure their enforcement.
2. Studies operations and services to make suggestions to management for improvements.
3. Communicates project status or other relevant information.

Competencies

1. Administrative and Management
2. Communications and Media
3. Computers and Electronics
4. Economics and Accounting
5. Law and Government
6. Mathematics
7. Principles and Methods for Education and Training
8. Principles and Procedures of Human Resources
9. Providing Customer Service
10. Public Safety and Security
11. Sales and Marketing

1. Active Learning and Listening
2. Complex Problem Solving
3. Coordination of Administrative Activities
4. Critical Thinking
5. Equipment Maintenance
6. Instructing
7. Judgment and Decision Making
8. Management of Financial Resources
9. Management of Material Resources
10. Management of Personnel Resources
11. Mathematic
12. Monitoring
13. Negotiation
14. Persuasion
15. Reading Comprehension
16. Service Orientation
17. Social Perceptiveness
18. Speaking
19. Systems Analysis
20. Time Management
21. Troubleshooting
22. Writing

1. Deductive and Inductive Reasoning
2. Oral Expression and Comprehension
3. Originality
4. Perceptual Speed
5. Problem Sensitivity
6. Selective Attention
7. Time Sharing
8. Visualization
9. Written Expression and Comprehension

Tools & Equipment

Personal Computer

Telephone

Microfiche

Microfilm

Fax Machine

Printer

Scanner

Copy Machine

Calculator

Retail Sales Equipment

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:

• 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.