ADMINISTRATIVE SERVICES ASSISTANT 3-07132026-79187

Overview

Under general supervision, is responsible for professional staff administrative work of considerable difficulty in support of line operations; and performs related work as required. Incumbents in this class function at the advanced working level and may supervise professional and sub professional staff in accomplishing administrative services and related departmental functions.

Qualifications

• Education and Experience: Graduation from an accredited college or university with a bachelor's degree AND experience equivalent to three years of increasingly responsible full-time professional staff administrative experience.
• 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.
• OR Two years of increasingly responsible professional administrative services experience with the State of Tennessee.
• Necessary Special Qualifications: Positions within the Division of Rehabilitation Services of the Department of Human Services will 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.
  • Submit to a review of their status on the Department of Health's vulnerable persons registry.

Responsibilities

• Cook upboarding and off boarding processes for direct and indirect employees, ensuring compliance with organizational and HR requirements.
• Collaborate with Legal Services on conservatorship matters, including preparing documentation and attending conservatorship hearings across the 40-county Middle Tennessee region.
• Cookordinate and support the Council on Quality and Leadership (CQL) work groups, including planning, scheduling, and tracking regional initiatives.
• Provide executive administrative support by managing calendars, scheduling meetings, coordinating priorities, and ensuring timely follow-up on action items.
• Monitor and follow up on Edison Time issues to ensure accurate and timely resolution.
• Track required training for all direct and indirect employees, ensuring completion prior to established deadlines and maintaining compliance records.
• Cookordinate meetings with families, provider agencies, and other stakeholders in response to requests, ensuring effective communication and logistical support.
• Record and distribute meeting minutes for internal leadership meetings, documenting discussions, decisions, and action items.
• Administer the Exemption Request Policy process for all requests submitted by Middle Region provider.
• Review and proofread death review meeting minutes for accuracy, completeness, and consistency prior to final distribution.
• Perform additional administrative and operational support duties as assigned to ensure the efficient functioning of the Middle Region office.

Competencies (KSA's)

• Communicates Effectively
• Manages Complexity
• Manages Conflict
• Cultivates Innovation
• Motivating Others
• Decision Quality

Knowledges

• Administrative and Management
• Economics and Accounting
• Law and Government
• Personnel and Human Resources

Skills

• Active Learning and Listening
• Critical Thinking
• Management of Financial Resources
• Judgment and Decision Making
• Management of Personnel Resources

Abilities

• Deductive Reasoning
• Inductive Reasoning
• Problem Sensitivity
• Selective Attention
• Written Comprehension