ADMINISTRATIVE SERVICES ASSISTANT 2* - 04022026-76514

Job Information

State of Tennessee Job Information

LOCATION OF (1) POSITION(S) TO BE FILLED: DEPARTMENT OF MENTAL HEALTH & SUBSTANCE ABUSE SERVICES, MIDDLE TENNESSEE MENTAL HEALTH INSTITUTE, DAVIDSON COUNTY

This is an on-site position.

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.

Qualifications

Education and Experience: Graduation from an accredited college or university with a bachelor's degree AND experience equivalent to one year of full-time professional staff administrative and/or analytic experience.

Substitution of Experience for Education: Qualifying full-time increasingly responsible sub professional, para-professional, or professional experience may be substituted for the required education, on a year-for-year basis, to a maximum of four years.

Substitution of Education for Experience: Additional graduate coursework in public administration, business administration, or other acceptable field may be substituted for the required experience, on a year-for-year basis.

OR

One year of professional administrative services experience with the State of Tennessee.

Necessary Special Qualifications: None.

Overview

Under general supervision, the Administrative Services Assistant 2 provides essential administrative support to Human Resources operations. This role plays a key part in supporting HR processes by handling sensitive employee and applicant information with a high level of confidentiality, professionalism, and accuracy.

Responsibilities include assisting with personnel-related functions such as onboarding support, records management, and HR documentation, as well as maintaining and organizing confidential files. The position may also support HR systems and databases, assist with reporting, and help ensure compliance with policies and procedures.

This role requires frequent interaction with employees, applicants, and internal and external partners. The ideal candidate demonstrates strong communication and customer service skills, with the ability to handle sensitive or challenging situations in a professional manner.

Additionally, this position requires strong organizational skills and the ability to manage multiple priorities in a fast-paced environment. Proficiency in Microsoft Office applications (Word, Excel, Outlook, and Teams) is essential for preparing reports, managing communications, and supporting daily HR operations.

Responsibilities

1. Performs a variety of general staff administrative duties to support program operations.

2. Prepares, reviews, and maintains records and reports to ensure accuracy, completeness, and adherence to standards.

3. Serves as liaison between the agency and the general public, persons in other state departments and divisions, officials, and entities outside the organization in order to explain matters of procedure and regulation.

4. Interprets and enforces existing policies and methods. Analyzes pertinent policies and procedures to make recommendations for improvements.

5. Prepares and reviews operating budgets to determine agency needs. Conducts grant administration and monitoring to ensure compliance with grant requirements.

6. Conducts research in one or more of the following areas to obtain relevant information: fiscal, economic, non-technical legal, legislative, and publications.

7. Performs human resources administration in one or more of the following areas: employee relations, EEO, recruitment, employee development, and training.

8. May make work assignments to staff in order to achieve agency objectives. May train less experienced staff.

Competencies (KSA's)

Competencies:

• Customer Focus
• Nimble Learning
• Business Insight
• Communicates Effectively
• Action Oriented

Knowledge:

• Administrative and Management
• Economics and Accounting
• Customer and Personal Service
• Clerical
• Personnel and Human Resources

Skills:

• Active Learning and Listening
• Coordination
• Critical Thinking
• Judgment and Decision Making
• Time Management

Abilities:

• Written Comprehension
• Deductive Reasoning
• Inductive Reasoning
• Problem Sensitivity
Information Ordering

Tools & Equipment

• Personal Computer
• Telephone
• Copy Machine
• Scanner
• Calculator

TN Driver Standards

State of Tennessee positions that may involve driving responsibilities require candidates to meet the following minimum driver qualifications:

• A valid driver's license
• For the past five years, the candidate's driver record must not have record of the following violations: driving under the influence (DUI), reckless driving, license suspension for moving violations, more than 4 moving violations.

Please include your Driver's License Information under the Licenses and Certifications section of your application.

**Agencies may allow an exception based on other factors.