ADMINISTRATIVE SERVICES ASSISTANT 5 -73035

Executive Service

ADMINISTRATIVE SERVICES ASSISTANT 5

Department of Military

Administrative Services Division

Nashville, TN

Salary: $4,562 - $6,825

Closing Date: 12/01/2025

This position will work 40% remotely from home.

Who we are and what we do:

• The Procurement Supervisor (ASA 5) provides leadership, oversight, and strategic direction for the Department of Military's procurement team.
• This position is responsible for supervising purchasing operations, ensuring compliance with State of Tennessee procurement policies, and promoting efficiency, accountability, and integrity in all processes.
• This position supports the Director of Procurement in managing complex purchasing activities, vendor relations, and data-driven improvements.
• This role will assist with invoice processing as needed to ensure workflow continuity and operational support.

Key Responsibilities:

• Leadership and Supervision Supervise procurement staff, providing direction, coaching, and professional development to ensure consistent application of state procurement policies and best practices.
• Lead by example in promoting ethical purchasing behavior, customer service, and accountability.
• Review and approve complex procurement actions to ensure compliance with applicable laws, rules, and departmental procedures.
• Mentor and train team members to enhance procurement knowledge, analytical capabilities, and professional growth.
• Operational Oversight Oversee daily purchasing functions to ensure that purchase orders, bids, and contracts are processed accurately and in a timely manner.
• Support the Director of Procurement in managing high-value or specialized procurements.
• Review vendor quotes, pricing, and documentation for accuracy and compliance prior to approval.
• Provide support processing invoices or reviewing invoice submissions when needed to maintain continuity of operations.
• Data Analysis and Process Improvement Utilize advanced Excel skills for data collection, analysis, and reporting to identify trends, track performance, and support decision-making.
• Develop analytical tools to monitor procurement activity, spending, and vendor performance.
• Recommend and implement process improvements to streamline purchasing workflows and strengthen internal controls.
• Collaboration and Communication Collaborate with internal departments, finance, and program staff to ensure procurement needs align with operational and fiscal objectives.
• Resolve issues and maintain positive relationships with vendors and other departments.
• Communicate policy updates, procedural changes, and best practices effectively to all levels of personnel involved in procurement processes.

Minimum Qualifications:

Education and Experience Graduation from an accredited college or university with a bachelor's degree in business administration, public administration, supply chain management, or a related field. Minimum of five (5) years of professional experience in procurement, contracting, or fiscal management. Supervisory experience is preferred. OR Four years of increasingly responsible professional administrative services experience with the State of Tennessee. Experience in public-sector or government purchasing is preferred.

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.