ADMINISTRATIVE SERVICES ASSISTANT 3
Administration and Archives Development
Tennessee Department of State
Tennessee State Library and Archives
Annual Compensation: $37, 392.00 annually plus the State of Tennesse Benefits package
Closing Date: 12/07/2021
The mission of the Office of the Secretary of State is to exceed the expectations of our customers, the taxpayers, by operating at the highest levels of accuracy, cost-effectiveness, and accountability in a customer-centered environment.
Supervisor: Assistant State Archivist
Summary: Responsible for administrative support work for the Assistant State Librarian, Assistant State Archivist and the Archives Development and Education Outreach program.
Answer phones and route calls to appropriate staff.
Provide information and referrals to other related agencies.
Open and distribute mail.
Create documents, spreadsheets, and databases.
Maintain paper and electronic files.
Maintain and compile statistics for quarterly reports.
Prepare purchase orders and place orders for supplies and materials.
Make departmental travel arrangements and file reimbursement claims.
Liaison with vendors for purchases for the department.
Monitor accounts for budgetary purposes and keeps department director advised of expenditures.
Coordinate the day-to-day necessities to keep the section operating.
Perform other duties as assigned.
Education and Experience:
At least four years’ experience in administrative assistant or secretarial work.
Education in office administration or a related field may be substituted for experience, to a maximum of two years.
Knowledge and Abilities:
Detail-oriented and highly organized.
Excellent time management skills and ability to multi-task and prioritize work.
Exceptional customer service skills, over the phone and in person, with our customers and internal departments.
Ability to communicate clearly and pleasantly, both in writing and orally, with staff and public.
Excellent grammar & spelling.
Advanced to expert ability in using Microsoft Word, Excel, and Outlook.
Knowledge of filing, file maintenance, and modern office practices.
Ability to manage various tasks throughout the day and to complete tasks accurately and on-time.
Ability to coordinate and track purchase requests for materials ordered across the department.
Possesses ability to sit for long periods.
Ability to unpack and lift materials from boxes up to 30 pounds.
Ability to bend and lift materials onto carts or move them to various areas.
Health, safety and collections security
Assist the organization in creating a safe and healthy working environment by working safely with the equipment provided.
Follow instructions given for health and safety purposes and immediately report any unsafe working practices or hazardous working conditions.
Take whatever measures are necessary to protect materials, property, and/or the collections from loss, mutilation, or theft.
Perform other duties as assigned.
Pursuant to the State of Tennessee’s Workplace Discrimination and Harassment policy, the State is firmly committed to the principle of fair and equal employment opportunities for its citizens and strives to protect the rights and opportunities of all people to seek, obtain, and hold employment without being subjected to illegal discrimination and harassment in the workplace. It is the State’s policy to provide an environment free of discrimination and harassment of an individual because of that person’s race, color, national origin, age (40 and over), sex, pregnancy, religion, creed, disability, veteran’s status or any other category protected by state and/or federal civil rights laws.