REGULATORY BOARD ADMINISTRATION MANAGER

Job Information

LOCATION OF (1) POSITION(S) TO BE FILLED: DEPARTMENT OF COMMERCE & INSURANCE, REGULATORY BOARDS DIVISION, DAVIDSON COUNTY

Qualifications

Education and Experience: Education equivalent to completion of two years of coursework at an accredited college or university and experience equivalent to five years of full-time work in one or a combination of the following: management, administrative support to management, or clerical experience.

Substitution of Experience for Education: Qualifying management, administrative support to management, and/or clerical experience may substitute for the required education to a maximum of two years (e.g., experience equivalent to one year of full-time work in the above listed fields may substitute for one year of the required education).

Substitution of College Education for Experience: Additional course work credit received from an accredited college or university may substitute for the required experience on a month-for-month basis to a maximum of two years (e.g., an additional 45 quarter hours may substitute for one year of the required experience).

OR

Experience equivalent to one year as a Reg Board Admin Asst 3 with the State of Tennessee.

Necessary Special Qualifications: None.

Examination Method: Education and Experience,100%, for Preferred Service positions. For Executive Service positions, Minimum Qualifications, Necessary Special Qualifications, and Examination Method are determined by the appointing authority.

Summary

Summary: Under general supervision, is responsible for professional regulatory boards administrative and supervisory work of average difficulty; and performs related work as required.

Distinguishing Features: An employee in this class serves as a full assistant director of a large board. This class differs from Regulatory Board Admin Asst 3 in that incumbents of the latter supervise a large staff, but do not function as full assistant director over a large board. This class differs from Regulatory Board Admin Dir 1 in that incumbents of the latter function as directors over small boards.

Responsibilities

Coordinating the Work and Activities of Others:

Manages staff.

Manages the licensure process.

Staffing Organizational Units:

Makes recommendations on employment, retention, promotion, demotion, disciplinary action, and other human resources actions.

Conducts performance evaluations for staff.

Interviews applicants and explains job responsibilities.

Recommends for employment the most qualified applicant from available applicant pool.

Evaluating Information to Determine Compliance with Standards:

Implements mandates and pronouncements.

Reviews licensure/application, permits, and certifications for status, completeness, accuracy, and eligibility requirements based on policy, procedures and law.

Ensures that licenses and reports are completed accurately.

Evaluates licensing certificates, registration, or other statements of authority for completeness, accuracy, and eligibility requirements.

May make recommendations for suspension, revocation, or other actions on authority to practice, based on a review of documentation submitted.

Communicating with Persons Outside Organization:

Handles complaints and explains policies, procedures, and laws to applicants, members of the public, board and commission members, operating departments, and other entities.

Supplies requested information, records, or reports.

Responds to applicant inquiries about licenses.

Provides information to other states or professional organizations surveying for information such as number of licensees or the cost of a license.

May ensure that applicants are notified of passage or failure.

Processing Information:

Matches payments made to cashier's office with appropriate licensee's record.

May process expenditure reports.

Making Decisions and Solving Problems:

Issues licenses, certificates, registration, or other statements of authority to practice in an occupation or profession.

Interacting With Computers:

Enters and/or revises data from multiple sources into data base.

Documenting/Recording Information:

Prepares reports for submission to the board.

Maintains and processes license payment records and accounts for fees to include refunds and returned checks.

Documents subordinates' activities through review of their recorded paperwork (e.g., time sheets, weekly travel reports, inspection sheets).

Coordinates the collection and preparation of reports.

May prepare leave and attendance requests and timesheets.

Scheduling Work and Activities:

Prepares the meeting facility.

Coordinates meetings for pertinent board or commissions.

Manages the scheduling of requisite competency examinations.

Ensures that the testing dates, time, and place are set for test administrators.

May ensure that applicants are monitored during examinations, and that applicants are notified of passage or failure.

Communicating with Supervisors, Peers, or Subordinates:

Discusses critical deviations from standard policies and procedures with a supervisor.

Relates findings to appropriate personnel (e.g., supervisor, director, or attorney) of the status of the case.

Discusses issues concerning the preparation of reports with supervisor.

Collects expenditure reports.

Instructs subordinates on the performance of job duties.

May confer with the director of the investigative section on the status of the case.

May ensure that administrative staff collects and prepares leave requests and timesheets, weekly reports, and inspection sheets.

Monitor Processes, Materials, or Surroundings:

Ensures that applicants are monitored during examinations.

Reviews operating reports such as leave requests and timesheets, weekly reports, and inspection sheets.

May monitor or review the status of case investigations of individuals practicing pertinent occupations and professions.

Getting Information:

May assist in investigation of individuals practicing pertinent occupations and professions.

Competencies

Competencies:

Building Effective Teams

Informing

Managing Through Systems

Process Management

Comfort Around Higher Management

Customer Focus

Business Acumen

Conflict Management

Managing Diversity

Dealing with Ambiguity

Knowledge:

Knowledge of Customer Service Principles

Knowledge of Administrative and Management Principles

Knowledge of Clerical Procedures

Knowledge of Grammar and Spelling

Knowledge of Basic Mathematics

Skills:

Skill to Track and Assess Organizational Productivity

Critical Thinking Skills

Judgment and Decision Making Skills

Complex Problem Solving Skills

Materials Management Skills

Reading Comprehension Skill

Conflict Resolution Skills

Basic Computer Skills

Writing Skills

Abilities:

Ability to Manage Personnel Resources

Deductive Reasoning Ability

Ability to Work in a Team Environment

Ability to Comprehend New Information

Ability to Instruct

Oral Expression Ability

Oral Comprehension Ability

Multi-Tasking Ability

Social Perceptiveness Ability

Tools & Equipment

Computer

Copier

Printer

Fax Machine

Scanner

Calculator

Tablet

Laptop

Phones

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.