Administrative Specialist
Tennessee Department of State
Tennessee State Library & Archives
Planning & Development
Mission: The mission of the Office of the Secretary of State is to exceed the expectations of our customers, the taxpayers, by operating at the highest levels of accuracy, cost-effectiveness, and accountability in a customer-centered environment.
Supervisor: Library Manager of Planning & Development
Duties/Responsibilities:
- Provides clerical support for the Planning & Development (P&D) section.
- Completes paperwork for all purchases as required, including acquiring quotes, creating purchase requests, placing orders, receiving items, and submitting invoices for payment.
- Initiates payment and verification of all invoices.
- Creates event memos and associated documentation for a variety of P&D events.
- Reviews and routes all contract payment requests for signature and submits completed requests for payment.
- Maintains a positive relationship with the Fiscal & Administrative Services department staff.
- Generates and reconciles various monthly revenue and expense reports and works with the supervisor to maintain and ensure a balanced budget.
- Verifies all staff paperwork is completed properly and filed on time.
- Assists staff with making travel arrangements.
- Keeps and maintains inventory of department equipment and supplies for P&D staff and programs.
- Answers and routes all incoming phone calls to appropriate P&D staff.
- Collaborates with staff on a variety of project assignments and performs other duties as assigned.
Minimum Qualifications:
Education and Experience:
- Education equivalent to graduation from an accredited college or university with a bachelor’s degree.
- Experience equivalent to three years of increasingly responsible full-time employment in office/clerical work including at least one year of bookkeeping/statistical experience, with preference given to employment in libraries.
Knowledge and Abilities:
- Must possess skills in the operation of a variety of computer software applications including Microsoft Word, Access, Excel, Adobe Acrobat and other business applications.
- Understand and implement standard bookkeeping practices and procedures.
- Possess flexibility in accepting new responsibilities and learning new concepts for information processing and /or office procedures.
- Communicate effectively with diverse groups and individuals with strong interpersonal, verbal and written skills.
- Strong organizational skills, including the ability to establish priorities, follow project timelines and meet project deadlines.
- Possess strong attention to detail.
- Ability to maintain workflow with multiple interruptions.
- Ability to work unsupervised in a conscientious manner.
- Ability to work collegially as part of a team.
- Ability to work in an environment with books and materials that contain dust and other allergens.
- Ability to travel throughout the state as needed.
Physical Requirements:
- Physical demands include ability to lift and carry boxes, ledgers, books, and other items weighing up to 40 pounds; pushing and maneuvering utility and book carts through stack aisles and carpeted areas; frequent bending, squatting, and reaching to retrieve and reshelve items from bins and shelving units; standing and walking for extended periods up to 4 hours at a time.
Health, Safety, and Collections Security:
- Possess ability to simultaneously utilize telephone and computer system for extended periods.
- Possess ability to sit for long periods.
- Assist the organization to create a safe and healthy work environment by working safely with the equipment provided.
- Follow instructions given for health and safety purposes and immediately report any unsafe working practices or hazardous working conditions.
- Take whatever measures are necessary to protect the collections from loss, mutilation or theft.