What are the responsibilities and job description for the REGULATORY BOARD ADMINISTRATIVE ASSISTANT 2 - 01202022-26570 position at State of Tennessee?
Job Information
State of Tennessee Job Information
Opening Date/Time
Thur 01/20/2022 12:00AM Central Time
Closing Date/Time
Wed 01/26/2022 11:59PM Central Time
Salary (Monthly)
$2,637.00
Salary (Annually)
$31,644.00
Job Type
Full-Time
City, State Location
Nashville, TN
Department
Health
LOCATION OF (1) POSITION TO BE FILLED: DEPARTMENT OF HEALTH, HEALTH RELATED BOARDS DIVISION, DAVIDSON COUNTY
Minimum Qualifications
Education and Experience: Education equivalent to graduation from a standard high school and experience equivalent to four years of full-time work in one or a combination of the following: management, administrative support to management, or clerical experience.
Substitution of College Education for Experience: 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 four years (e.g., 45 quarter hours may substitute for one year of the required experience.
OR
Experience equivalent to one year as a Regulatory Board Admin Asst 1 with the State of Tennessee.
Other Requirements
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.
Job Overview
Summary: Under general supervision, is responsible for regulatory boards administrative work of average difficulty; and performs related work as required.
Distinguishing Features: An employee in this class handles moderately complex activities for a regulatory board necessary for the execution of statutes and mandates and may supervise staff. This class differs from Regulatory Board Admin Asst 1 in that an incumbent of the latter handles less complex administrative activities and does not function as a supervisor. This class differs from Regulatory Board Admin Asst 3 in that an incumbent of the latter supervises a larger staff.
Work Activities
Evaluating Information to Determine Compliance with Standards:
- Reviews licensure/application, permits, and certifications for status, completeness, accuracy, and eligibility requirements based on policy, procedures and law.
- Makes a recommendation to accept or reject the application in accordance with pertinent laws, rules, and regulations, and forwards recommendation to supervisor for approval.
- Makes determinations on requests for reciprocity and renewal, per policy, procedures and law.
- Evaluates licensing certificates, registration, or other statements of authority for completeness, accuracy, and eligibility requirements.
- Ensure that licenses and reports are completed accurately.
- Ensures mandates and pronouncements are implemented as assigned.
Making Decisions and Solving Problems:
- Issues licenses, certificates, registration, or other statements of authority to practice in an occupation or profession.
Processing Information:
- Matches payments made to cashier’s office with appropriate licensee’s record.
- May process expenditure reports.
Interacting With Computers:
- Enters and/or revises data from multiple sources into data base.
- May post or make adjustments to payments on licensee’s record in computer.
Documenting/Recording Information:
- Maintains and processes license payment records and accounts for fees to include refunds and returned checks.
- Prepares reports for submission to the board.
- Maintains license payment records.
- Coordinates the collection and preparation of reports.
- May prepare leave and attendance requests and timesheets.
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.
- Responds to applicant inquiries about licenses.
- Supplies requested information, records, or reports.
- Provides information to other states or professional organizations surveying for information such as number of licensees or the cost of a license.
- May notify applicants of passing or failing examination scores.
- May ensure that applicants are notified of passage or failure.
Getting Information:
- Examines the status of the case from established computer databases.
Scheduling Work and Activities:
- Coordinates meetings for pertinent board or commissions.
- Supervises or coordinates the scheduling of requisite competency examinations.
- Ensures that the testing dates, time, and place are set for test administrators.
- Ensures the notification of the date, time, and place of the applicant’s examination or interviews.
- Notifies applicant of date, time, and place of examination or interviews.
- Prepares the meeting facility.
- May ensure that applicants are monitored during examinations, and that applicants are notified of passage or failure.
Communicating with Supervisors, Peers, or Subordinates:
- Relates findings to appropriate personnel (e.g., supervisor, director, or attorney) of the status of the case.
- Discusses critical deviations from standard policies and procedures with a supervisor.
- Discusses issues concerning the preparation of reports with supervisor.
- Collects expenditure reports.
- May instruct peers and subordinates on the performance job duties.
- May ensure that administrative staff collects and prepares leave requests and timesheets, weekly reports, and inspection sheets.
- May collect reports from inspectors, investigators, and auditors.
Staffing Organizational Units:
- May conduct performance evaluations for staff.
Coordinating the Work and Activities of Others:
- May supervise staff.
Monitor Processes, Materials, or Surroundings:
- May monitor or review the status of case investigations of individuals practicing pertinent occupations and professions.
- May monitor applicants during the examination.
Monitoring and Controlling Resources:
- May order equipment and supplies.
Competencies (KSA'S)
Competencies:
- Customer Focus
- Dealing with Ambiguity
- Functional/Technical Competencies
- Problem Solving
- Informing
- Priority Setting
- Technical Learning
- Time Management
- Comfort Around Higher Management
- Written Communications
- Knowledge of Customer Service Principles
- Knowledge of Administrative and Clerical Procedures
- Knowledge of Grammar and Spelling
- Knowledge of Basic Mathematics
Skills:
- Reading Comprehension Skill
- Problem Solving Skills
- Basic Computer Skills
- Writing Skills
Abilities:
- Ability to Work in a Team Environment
- Ability to Comprehend New Information
- Multi-Tasking Ability
- Oral Comprehension Ability
- Deductive Reasoning Ability
- Ability to Instruct
- Ability to Manage Personnel Resources
- Oral Expression Ability
- Social Perceptiveness Ability
Tools and Equipment Used
- Computer
- Copier
- Printer
- Fax Machine
- Scanner
- Calculator
- Tablet
- Laptop
- Phones
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