ADMINISTRATIVE SERVICES ASSISTANT 3 - 70555

Executive Service

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.

Job Overview:

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. 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:

1. Schedules executive's travel arrangements, processes approvals, and reconciles costs upon completion of travel.
2. Maintains calendar of the executive's scheduled meetings.
3. Helps coordinate special events such as executive dinners, banquets, speeches/presentations, and recognitions.
4. Schedules executive's appearances.
5. Prepares draft correspondence for executive.
6. Maintains a variety of standard records and reports.
7. Performs a variety of general staff administrative duties to support program operations.
8. As required, attends receptions, luncheons, dinners, and other gatherings in performing personal contact duties on behalf of the executive.
9. 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.
10. Assigns, trains, monitors, and evaluates assigned clerical and other staff and their work.
11. Consults with executive to determine costs, time, resources, and/or materials needed to complete an initiative.
12. Utilizes appropriate computer programs to accomplish administrative activities.
13. Provides synopses of given environment to executive as requested.
14. Monitors supplies and reconciles invoices to purchase orders.
15. Gauges daily, weekly, monthly, etc. workload of executive's and personal duties and plans accordingly.
16. Monitors time in Edison to ensure employees have entered time correctly and supervisors have approved all exceptions.
17. Communicates status of assigned tasks or other relevant information as requested. - Responds and relates well to executive.
18. May operate state licensed vehicles.
19. Attends legislative and/or executive functions and meetings as required to gain information.
20. Gathers information on inquires by email, phone, or in person.
21. Participates in training to keep current with job requirements.

Minimum Qualifications:

Education and 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.

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.