ADMINISTRATIVE SERVICES ASSISTANT 4 - 04232024-57190
Nashville, TN 
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Job Description

Job Information

State of Tennessee Job Information
Opening Date/Time04/23/2024 12:00AM Central Time
Closing Date/Time05/06/2024 11:59PM Central Time
Salary (Monthly)$3,958.00 - $5,950.00
Salary (Annually)$47,496.00 - $71,400.00
Job TypeFull-Time
City, State LocationNashville, TN
DepartmentTennCare

LOCATION OF (1) POSITION TO BE FILLED: DIVISION OF TENNCARE, DAVIDSON COUNTY

Working Title:

ASA4

The Division of TennCare is dedicated to providing our employees with a hybrid work environment. All TennCare positions have a combination of work from home and work in the office, which varies by position, department, and business need. You may review the specific expectations with our hiring team.

TennCare compensation is equitable and will be based on education and experience for a qualified candidate in accordance with Department of Human Resources (DOHR) policy.

This position requires a background check. Therefore, you may be required to provide information about your criminal history in order to be considered for this position.

This is a hybrid position.

Qualifications

Education and Experience: Graduation from an accredited college or university with a bachelor's degree AND experience equivalent to four years of full-time increasingly responsible professional staff administrative work.
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
Three years of increasingly responsible professional administrative services experience with the State of Tennessee.
Necessary Special Qualifications: Positions within the Department of Human Services may 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.

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.

Summary

Summary: Under general supervision, performs professional staff administrative work of considerable difficulty and supervisory work of average difficulty in support of line operations; and performs related work as required.
Distinguishing Features: This is the second supervisory class in the Admin Services Assistant sub-series. Incumbents in this class perform administrative duties with a high degree of independence. This work involves considerable participation in developing, implementing and evaluating policies and procedures having significant impact on a department as a whole or a segment of the public. Incumbents in this class often independently review and authorize the expenditure of large sums of money for services, property, supplies, and equipment. This work may include independently preparing a large and/or complex budget and controlling expenditures. Employees in this class also have a high degree of difficult personal contacts with officials, administrators, legal, technical and business professionals and the general public in explaining, interpreting, and enforcing pertinent laws, regulations, policies and procedures and resolving problems and issues encountered in work. This class differs from that of Admin Services Assistant 3 in that incumbents of the latter perform duties with less independence and with less scope and impact in the areas of policy development, fiscal control, and personal contacts. This class differs from that of Admin Services Assistant 5 in that incumbents of the latter independently perform very complex administrative services duties having broad scope and impact and often independently manage fiscal services and budgetary activities of greater size and complexity. This work involves more frequent personal contacts with high level officials in handling difficult negotiations, resolving problems, and making presentations to representative groups on pertinent administrative issues. This class differs from that of more specialized classes performing administrative services related and analytic duties in that incumbents of the latter perform these duties within a specific, limited field and function as analytic specialists rather than generalists.

Responsibilities

Developing Objectives and Strategies:
  1. Independently develops policies and procedures for implementing new or modifying existing administrative services programs and activities.
Communicating with Persons Outside Organization:
  1. Serves as a liaison between the agency and officials, administrators, legal, technical, and business professionals, and the general public in order to explain, interpret, and enforce pertinent laws, regulations, policies, and procedures.
  2. Prepares and edits organizational publications for a variety of audiences.
Making Decisions and Solving Problems:
  1. Handles negotiations to resolve problems or issues.
  2. Resolves problems according to agency policies and procedures.
Coordinating the Work and Activities of Others:
  1. Supervises 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, and general research with independent control over grants and/or contracts of significant complexity and monetary value.
  2. Supervises the preparation and maintenance of a variety of pertinent records and reports.
Staffing Organizational Units:
  1. Makes recommendations on staff employment, retention, promotion, demotion, and other human resources actions.
Monitoring and Controlling Resources:
  1. Prepares budgets for the agency.
  2. Conducts grant development, administration, and monitoring to ensure compliance with grant requirements.
  3. Reviews, analyzes, and controls operating budgets of significant complexity.
  4. Monitors the agency's purchase orders to ensure accuracy, completeness, and compliance.
  5. Maintains appropriate records of agency inventory and property.
Performing Administrative Activities:
  1. Performs human resources administration in one or more of the following areas: employee relations, affirmative action, recruitment, employee development, and training.
  2. Performs a variety of general staff administrative duties to support program operations.
  3. May act as the Administrative Services Officer based on the complexity of the administrative services operation and the size of the agency.
  4. Plans programs to meet agency objectives.
Scheduling Work and Activities:
  1. Makes work assignments to staff in order to achieve agency objectives.
Interacting with Computers:
  1. Utilizes appropriate computer programs to accomplish administrative activities.
Training and Teaching Others:
  1. Trains subordinate staff.
Guiding, Directing, and Motivating Subordinates:
  1. Writes job plans to ensure performance objectives are established.
  2. Conducts performance evaluations to provide feedback on employee performance.
  3. Supervises staff.
Analyzing Data or Information:
  1. Interprets and enforces existing policies and methods.
  2. Analyzes the organization, economy, efficiency, and quality of agency operations and services to make recommendations for improvements.
  3. Analyzes pertinent policies and procedures to make recommendations for improvements.
Documenting/Recording Information:
  1. Reviews records and reports 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.
Communicating with Supervisors, Peers, or Subordinates:
  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 to supervisors on a regular basis.
Getting Information:
  1. Conducts research in one or more of the following areas to obtain relevant information: fiscal, economic, non-technical legal, legislative, and publications.

Competencies

Competencies:
  1. Fairness to Direct Reports
  2. Decision Quality
  3. Technical Learning
  4. Timely Decision Making
  5. Dealing with Ambiguity
  6. Customer Focus
  7. Ethics and Values
  8. Interpersonal Savvy
  9. Integrity and Trust
  10. Perspective
  11. Planning
Knowledge:
  1. Administrative and Management
  2. Computers and Electronics
  3. Economics and Accounting
  4. Law and Government
  5. Mathematics
  6. Principles and Methods for Education and Training
  7. Principles and Procedures of Human Resources
  8. Providing Customer Service
  9. Sales and Marketing
Skills:
  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
Abilities:
  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. Written Expression and Comprehension

Tools & Equipment

  1. Personal Computer
  2. Telephone
  3. Microfiche
  4. Microfilm
  5. Fax Machine
  6. Printer
  7. Scanner
  8. Copy Machine
  9. Calculator
  10. Retail Sales Equipment
Other Office Related Equipment as Required


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.

 

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Job Summary
Company
State of Tennessee
Start Date
As soon as possible
Employment Term and Type
Regular, Full Time
Required Education
Bachelor's Degree
Required Experience
4+ years
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