ADMINISTRATION SERVICES ASSISTANT 2* - 05042023-45706
Job description
Job Information
LOCATION OF (1) POSITION(S) TO BE FILLED: DEPARTMENT OF HEALTH, LOCAL HEALTH DIVISION, HAMILTON COUNTY
Minimum Qualifications
Other Requirements
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;
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.
Job Overview
Work Activities
- 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.
Competencies (KSA'S)
- Written Communications
- Learning on the Fly
- Time Management
- Action Oriented
- Business Acumen
- Creativity
- Customer Focus
- Decision Quality
- Technical Learning
- Self-Knowledge
Knowledge:
- Administrative and Management
- Computers and Electronics
- Economics and Accounting
- Mathematics
- Principles and Methods for Education and Training
- Principles and Procedures of Human Resources
- Providing Customer Service
Skills:
- Active Learning and Listening
- Coordination of Administrative Activities
- Critical Thinking
- Equipment Maintenance
- Instructing
- Judgment and Decision Making
- Management of Financial Resources
- Management of Personnel Resources
- Mathematic
- Monitoring
- Negotiation
- Reading Comprehension
- Service Orientation
- Social Perceptiveness
- Speaking
- Time Management
- Troubleshooting
- Writing
Abilities:
- Deductive and Inductive Reasoning
- Oral Expression and Comprehension
- Problem Sensitivity
- Selective Attention
- Time Sharing
- Written Expression and Comprehension
Tools and Equipment Used
- Personal Computer
- Telephone
- Microfiche
- Microfilm
- Fax Machine
- Printer
- Scanner
- Copy Machine
- Calculator
- Retail Sales Equipment
Other Office Related Equipment as Required
TN Driver Standards
State of Tennessee positions that may involve driving responsibilities require candidates to meet the following minimum driver qualifications:
- A valid driver's license
- For the past five years, the candidate's driver record must not have record of the following violations: driving under the influence (DUI), reckless driving, license suspension for moving violations, more than 4 moving violations.
Please include your Driver's License Information under the Licenses and Certifications section of your application.
**Agencies may allow an exception based on other factors.
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