ADMINISTRATIVE ASSISTANT 2 - 71363

Executive Service

This is an on-site position. While this position may be eligible for Alternative Workplace Solutions, the incumbent must be available to work on-site as required, up to 4 to 5 days per week. This position may require occasional statewide travel or work after-hours.

For more information, visit the link below:
https://www.tn.gov/content/dam/tn/safety/documents/MemoHiringProcessDuration.pdf

Background Check:

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

Who we are and what we do:

The mission of the Tennessee Department of Safety and Homeland Security is to serve, secure, and protect the people of Tennessee. The department is responsible for ensuring the safety and general welfare of the public through the operations of its four primary divisions: Tennessee Highway Patrol, Driver Services, Tennessee Highway Safety Office, and Office of Homeland Security. Headquartered in Nashville, the department maintains a presence statewide with approximately 2,000 employees working across the state.

Job Overview:

The Homeland Security Admin Assistant 2 is responsible for the professional staff work of average difficulty in relieving an executive of administrative detail; and performs related work as required. An employee in this class performs a variety of general and special assignments in relieving an executive of administrative detail. This class differs from that of Admin Assistant 1 in that an incumbent of the latter performs work of lesser scope and difficulty. This class differs from that of Admin Assistant 3 in that an incumbent of the latter performs work of greater scope and difficulty. Classes in the Admin Assistant sub-series differ from those in the Admin Services Assistant sub-series in that incumbents of the latter perform duties in direct support of line operations rather than duties which emphasize relieving an executive of administrative detail.

Key Responsibilities:

• Analyzes, interprets, and enforces existing policies and procedures.
• Analyzes proposed and existing legislation/policy/standards/mandates/operating instructions and drafts revision recommendations in order to provide clarity.
• Schedules executive's travel arrangements, processes approvals, and reconciles costs upon completion of travel; maintains calendar of the executive's scheduled meetings; and helps coordinate special events such as executive dinners, banquets, speeches/presentations, and recognitions.
• Coordinates departmental charity drives, tours of facilities/operations, and similar activities to foster community relations.
• Performs a variety of general staff administrative duties to support program operations.
• Acts as a liaison between executives' offices such as Governor's Office, departmental staff, local/state/federal agencies, community organizations and groups, courts, and other entities in gaining and giving information.
• Assigns, trains, monitors, and evaluates assigned clerical and other staff and their work.
• Consults with executive to determine costs, time, resources, and/or materials needed to complete an initiative.
• Monitors orders, employee time, and inventory of supplies.
• Represents executive when designated at board, commission, and other meetings to gain information.
• Attends legislative and/or executive functions and meetings as required to gain information.
• Makes recommendations on human resources actions such as employment, promotion, demotion, transfer, retention, and increases for exceptional performance.

Minimum Qualifications:

Education and Experience: Graduation from an accredited college or university with a bachelor's degree and experience equivalent to two years of professional full-time staff work.

Substitution of Education for Experience: Additional graduate coursework from an accredited college or university in public or 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.

Substitution of Experience for Education: Qualifying full-time increasingly responsible sub-professional experience, paraprofessional, or professional experience may be substituted for the required education, on a year-for-year basis, to a maximum of four years. Excellent writing skills, math skills and computer skills, including Microsoft Office, Excel, and Access database.

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.