ADMINISTRATIVE SERVICES ASSISTANT 2* - 01162026-72414

The State of Tennessee is seeking an Administrative Services Assistant 2 to support line operations within the Board of Parole. The role involves performing a variety of administrative tasks including budget preparation, grant administration, and personnel administration, while serving as a liaison between the agency and the public.

Responsibilities

• May make recommendations on staff employment, retention, promotion, demotion, and other human resources actions
• Reviews operating budgets to determine the agency's budgetary needs
• Prepares budgets for the agency
• Conducts grant administration and monitoring to ensure compliance with grant requirements
• Monitors the agency's purchase orders to ensure accuracy, completeness, and compliance
• Maintains appropriate records of agency inventory and property
• Serves as a liaison between the agency and the general public, persons in other state departments and divisions, officials, and entities outside the organization in order to explain matters of procedure and regulation
• Prepares and edits organizational publications for a variety of audiences
• Utilizes appropriate computer programs to accomplish administrative activities
• Coordinates the preparation of routine records and reports to ensure compliance with agency standards
• May train less experienced staff
• May write job plans to ensure performance objectives are established
• May conduct performance evaluations to provide feedback on employee performance
• May supervise sub-professional staff
• 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 for a small agency, division, or comparable unit
• Plans programs to meet agency objectives
• Performs a variety of general staff administrative duties to support program operations
• Conducts space planning and facility management to ensure environment, health, and safety standards are met
• Coordinates printing services for the agency
• 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
• 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
• Communicates project status or other relevant information to supervisors on a regular basis
• Conducts research in one or more of the following areas to obtain relevant information: fiscal, economic, non-technical legal, legislative, and publications
• May make work assignments to staff in order to achieve agency objectives

Skills

• Graduation from an accredited college or university with a bachelor's degree AND experience equivalent to one year of full-time professional staff administrative and/or analytic experience
• Qualifying full-time increasingly responsible sub professional, para-professional, or professional experience may be substituted for the required education, on a year-for-year basis, to a maximum of four years
• 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
• One year of professional administrative services experience with the State of Tennessee
• Positions within the Department of Human Services may 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
• Positions within the Disability Determinations Section of the Division of Rehabilitation Services within the Department of Human Services will be required to complete a federal background check in accordance with the Homeland Security Presidential Directive 12 (HSPD-12) for issuance of an HSPD-12 compliant Personal Identity Verification (PIV) credential card

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