Administrative Assistant 3

3 weeks ago

Nashville, United States Safety Full time $4,017

Who we are and what we do:

The Department of Safety and Homeland Security's mission is to serve, secure and protect the people of Tennessee. The Tennessee Office of Homeland Security has the primary responsibility and authority for directing statewide activities pertaining to the prevention of, and protection from, terrorist related events. This responsibility includes the development and implementation of a comprehensive and coordinated strategy to secure the state from terrorist threats and attacks. Furthermore, the Office of Homeland Security serves as a liaison between federal, state and local agencies, and the private sector on matters relating to the security of our state and citizens.

Job Overview:

Summary: Under general supervision, is responsible for professional staff work of considerable difficulty in relieving an executive of administrative detail; and performs related work as required. Distinguishing Features: An employee in this class performs a variety of general assignments and staff work in relieving an executive of administrative detail. This class differs from that of Admin Assistant 2 in that an incumbent of the later performs work of lesser difficulty and impact. This class differs from that of Executive Admin Assistant 1 in that an incumbent of the latter performs duties under more general supervision and duties with a wider scope of impact.

Key Responsibilities:

  • Schedules executive's travel arrangements, processes approvals, and reconciles costs upon completion of travel.
  • Maintains calendar of the executive's scheduled meetings.
  • Helps coordinate special events such as executive dinners, banquets, speeches/presentations, and recognitions.
  • Schedules executive's appearances. Coordinates departmental charity drives, tours of facilities/operations, and similar activities to foster community relations.
  • Prepares draft correspondence for executive.
  • Maintains a variety of standard records and reports.
  • Performs a variety of general staff administrative duties to support program operations.
  • As required, attends receptions, luncheons, dinners, and other gatherings in performing personal contact duties on behalf of the executive.
  • Maintains working relationships with general public, persons in other state departments and divisions, officials, and entities in the day-to-day operations of the agency.

Minimum Qualifications:

  • Graduation from an accredited college or university with a bachelor's degree and experience equivalent to four years of increasingly responsible full-time professional staff experience.
  • Substitution of Education for Experience: Additional graduate coursework 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.

Examination Method: Education and Experience, 100%, for Preferred Service positions. For Executive Service positions, Minimum Qualifications, Necessary Special Qualifications, and Examination Method are determined by the appointing authority.

Required Experience:

  • Graduation from an accredited college or university with a bachelor's degree and experience equivalent to four years of increasingly responsible full-time professional staff experience.
  • Substitution of Education for Experience: Additional graduate coursework 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.

Examination Method: Education and Experience, 100%, for Preferred Service positions. For Executive Service positions, Minimum Qualifications, Necessary Special Qualifications, and Examination Method are determined by the appointing authority.

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.

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