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HYBRID - Administrative Services Assistant
1 month ago
Job - Administrative Services Assistant - Hybrid
Location – Nashville, TN (2 days in office)
Duration – 17+ Months
Pay rate - $ 25.00/hr.
Position Description & Responsibilities:
Contract Administrative Services Assistant (ASA 2).
This position will be in the Rape Prevention and Education (RPE) Section.
This ASA 2 position assists the Section Chief, Program Directors, and other program staff with the day-to-day administrative responsibilities of the RPE program including coordination of special events and projects as required.
Minimum Qualifications:
- Associate's degree AND experience equivalent to one year of increasingly responsible full-time professional staff administrative experience.
- Substitution of Experience for Education: Qualifying full-time increasingly responsible sub professional or paraprofessional.
Duties include:
- Provide administrative support including preparation of reports, forms, and administrative tasks related to preparing purchase orders, travel authorizations, and expense requests.
- Submit and complete printing requests.
- Prepare contract documents including scope of services and budgets. Assist contract agencies with budget development.
- Process invoices to ensure timely vendor payment; and maintain Excel Invoice spreadsheets.
- Provide administrative duties including typing, word processing, and general office support.
- Provide support in scheduling, planning, and development; order supplies, and process travel claims and invoices.
- Assist in planning trainings and events by assisting with PH-3969 development, contacting trainers, coordinating meeting spaces, and creating training materials.
- Provide support to the RPE Program Director; maintain and update SharePoint, H: Drive, and other databases as assigned.
- Respond to RPE emails in the RPE inbox.
- Ensure that all administrative processes adhere to public health policies, procedures, and legal records.
- Monitor the sub-recipients grant budget and expenditures.
- Assist with checking sub-recipients' budget and funding revisions.
Desirable Skills:
- Ability to communicate effectively both orally and in written communications.
- Must be detail-oriented and highly organized with the ability to work independently with minimal supervision.
- Must have the ability to work and communicate effectively with peers, superiors, subordinates, agency personnel.
- Must have working knowledge of Microsoft Office Programs (Word, Excel, PowerPoint, SharePoint, Outlook, etc.).