Administrative Services Assistant

7 days ago

Nashville, Tennessee, United States Ohm Systems Full time
Job DescriptionJob Description

Title: Administrative Services Assistant (ASA) with the Tennessee Corrections Institute


TCI is a state agency dedicated to training jail employees. We embrace a culture of innovation and creativity, and we are committed to equipping students with the essential knowledge and skills needed to ensure safety, security, and effectiveness in their roles. We believe in fostering a diverse and inclusive environment where every team member can contribute to and influence positive change in corrections and beyond. TCI is opening a new facility in Jackson, Tennessee designed to host training classes for corrections professionals. The ASA supports our Training Officer and is crucial in meeting our trainees' needs. This full-time position is in-person with partial remote work with the standard schedule being Monday Friday 7:30AM to 4:30 PM (start time is flexible). Responsibilities include, but are not limited to:

  • Greet trainees as they enter the building, determine their needs, answer questions, and grant access to training area.
  • Answer, screen, and direct inbound calls.
  • Assist with making copies, preparing workbooks, and other materials for handout.
    Provide coverage for Training Officer when they are out of the office.
  • Assist Training Officer in preparing classroom each day by ensuring a neat and orderly environment, ensuring snacks/water are stocked, and reporting maintenance issues.
  • Assist with managing agency schedules and updating them using Microsoft Excel.
  • Perform data entry into Learning Management System (class attendance, roster creation, etc.).
  • Assist with training logistics and planning (example: scheduling classes and meetings, ensuring room availability, assisting with travel arrangements, managing inventory and ordering supplies),
  • 30% of the time this position will assist with grant management work. This includes:
    • Preparing grant contracts (mail merging templates off Excell worksheet)
    • Reviewing documents for accuracy
    • Reconciling invoices for reimbursement
    • Maintaining notes
    • Saving email documentation
  • Position has potential to turn into permanent state employee position in future.

Qualifications:

Associates Degree or Bachelor's Degree preferred in any field of study. Candidates with at least seven years of experience providing administrative assistance, secretarial, office management, assistant management, or similar role will be considered. Grant management experience is helpful, but we will train the right candidate.

Skills:

  • Customer Service Skills Ability to greet and assist visitors with a professional demeanor, manage customer inquiries, and provide general support with a focus on excellent service.
  • Communication Skills Strong verbal and written communication skills
  • Organizational Skills Proficient in managing schedules, planning logistics, and handling multiple tasks simultaneously.
  • Technical Skills - Must be proficient with Microsoft Word and Excel
    Problem Solving Skills Must be able to identify issues and implement or suggest solutions.
  • Initiative and Independence Capable of working independently to manage time effectively, prioritize tasks, and take initiative especially when the Training Officer is unavailable.

Job Type: Full Time Job

Expected hours: hours a week

Onboarding Requirements to Complete Upon Acceptance

Onboarding Requirements

Identogo Fingerprinting:

  • Please find instructions on the Files and Documents section of your dashboard or here
Infocubic Background Verifications:1) TN Package with TN Counties
  • Global Monitor Check
  • US Criminal Record Locator w/ Alias
  • Federal Criminal History (7 years)
  • County Criminal History (7 years)
  • National Sex Offender Registry
2) 12-panel drug screenOrder Infocubic Background Verifications HereBreak Out Invoice By

Breakout Invoice By PO

TypeCategoryQualificationDescriptionCompetencyRequiredSkillsOthers10-Key CalculatorNovice (1-3 Years)NoSkillsOthersAccounts PayableProficient (4-6 Years)NoSkillsOthersAccounts ReceivableProficient (4-6 Years)NoSkillsOthersAdministative AssistantAdvanced (7-9 Years)YesSoftwareOthersAdobe AcrobatProficient (4-6 Years)YesSkillsOthersBasic BookkeepingProficient (4-6 Years)NoSkillsOthersCorrespondence - EmailAdvanced (7-9 Years)YesSkillsOthersCorrespondence - GeneralAdvanced (7-9 Years)YesSkillsOthersCustomer ServiceAdvanced (7-9 Years)NoSkillsOthersCustomer Service SkillsAdvanced (7-9 Years)YesSkillsOthersData EntryProficient (4-6 Years)YesSkillsOthersEmailingProficient (4-6 Years)NoSkillsOthersFilingProficient (4-6 Years)NoSkillsOthersInventoryNovice (1-3 Years)NoSoftwareOthersMicrosoft ExcelProficient (4-6 Years)YesSoftwareOthersMicrosoft WordAdvanced (7-9 Years)YesSkillsOthersPrinting and CopyingProficient (4-6 Years)YesSkillsOthersProofreading/EditingNovice (1-3 Years)NoSkillsOthersSchedulingProficient (4-6 Years)NoSkillsOthersTechnical SkillsProficient (4-6 Years)NoSkillsOthersTypingAdvanced (7-9 Years)YesSkillsOthersVerbal CommunicationProficient (4-6 Years)Yes

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