ADMINISTRATIVE SERVICES ASSISTANT 3 - 09292026-81338

Opening Date/Time: 09/29/2026 12:00AM Central Time; Closing Date/Time: 10/05/2026 11:59PM Central Time. Location: Nashville, TN. Department: Mental Health and Substance Abuse Services. Position located in the Maintenance Department at Middle Tennessee Mental Health Institute. On-site. Requires criminal background check.

About the role

Under general supervision, performs professional administrative work of considerable difficulty in support of departmental operations. Responsibilities may include coordinating administrative services, supporting day-to-day operations, assisting with departmental functions, and working with professional and support staff to accomplish organizational goals. This position operates at an advanced working level and may provide supervision to professional and support staff. The role involves handling assignments of greater scope and complexity than an Administrative Services Assistant 2, while remaining below the lead-level responsibilities of an Administrative Services Assistant 4.

Responsibilities

• Performs a variety of general staff administrative duties to support facilities operations.
• Assists in developing policies and procedures for implementing new or modifying existing facility maintenance processes and activities.
• Work directly with Facilities Manager, Supervisor, and on occasion the Safety Officer to send out bids for equipment maintenance, preventative maintenance and inspections.
• Work with general services to ensure maintenance is following state contract procedures pertaining to sending and receiving bids and correctly documenting the bid process to ensure compliance with statewide and agency contracts.
• Monitor the AEM program to ensure that quarterly, semi-annual, and annual work on equipment is being bid and processed on time to facilitate timely maintenance of hospital equipment.
• Ensure that the maintenance department has the proper documentation on record for the joint commission, licensure, fire marshal, and other applicable entities that the hospital must stay in compliance with.
• Ensure all documentation is up to date on the MTMHI's H drive as well as in house books that are kept in the maintenance department.
• Assist Facilities Manager and Supervisor with keeping the AEM program current to ensure the vital hospital equipment is being maintained and documented in accordance with equipment manufactures recommendations.
• Follow state contract procedures to keep proper documentation of all job quotes, estimates, and invoices pertaining to all equipment on the AEM program.

Qualifications

• 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.
• Substitution of Education for Experience: Additional graduate