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Administrative Services Assistant

  • Nashville, Tennessee, United States
  • Full-time
  • Salary: Not Available
  • Posted on:
  • Expires on:

JOB TITLE:

Administrative Services Assistant

JOB Type:

Full Time

JOB SKILLS:

Not Provided

JOB Location:

Nashville, Tennessee, United States

JOB DESCRIPTION

 
Job Title: Administrative Secretary
 
Job Description:
Tennessee Corrections Institute is seeking a detail-oriented Administrative Secretary to provide clerical and administrative support. This position manages documents, schedules meetings, handles correspondence and maintains records. The ideal candidate will have strong organizational skills, basic computer proficiency, and the ability to manage multiple tasks efficiently.
 
Responsibilities:
 
     
  • Receive, organize, print, and collate paperwork for monthly and quarterly Board of Control (BOC) meetings, including jail inspection reports, plan of action reports, accreditation reports, and employment waiver reports.
    •  
 
     
  • Schedule all BOC meetings monthly and quarterly as appropriate, ensuring meeting dates are confirmed at least three months in advance and entered into the MS Outlook Calendar and MS Teams.
    •  
  • Secure meeting locations for all scheduled BOC meetings no later than 60 days prior to each meeting date, and ensure the meeting rooms are properly set up with all necessary materials and equipment.
    •  
  • Advertise all BOC meetings to the public by submitting meeting details to the webmaster at least 30 days in advance, but no later than 15 days in advance of the meeting.
    •  
  • Prepare all necessary paperwork for in-person BOC meetings, including collecting quarterly reports from all Executive Leadership Team members, reviewing them for spelling, formatting, and grammatical errors, and organizing the documents in color-coded packets for ease of review.
    •  
  • Ensure all meeting requests and invitations are sent out using the MS Outlook Calendar Function and MS Teams, with notifications sent at least 30 days in advance for regular meetings and 7 days in advance for special or emergency meetings.
    •  
  • Coordinate with the court reporter to confirm their attendance at least 14 days before each meeting, and ensure they have all necessary materials in advance.
    •  
  • Collect, review, and organize all paperwork related to plans of action, inspections, and other documentation at least 14 days prior to each meeting, ensuring that all documents are accounted for and prepared for discussion.
    •  
  • Monitor all timelines related to BOC meetings, ensuring that every task is completed on or before the required deadlines to prevent any delays or disruptions.
    •  
 
     
  • Proofread memos, reports, and letters for spelling, grammatical, and formatting errors.
    •  
  • Scan, file, and maintain both physical and digital records.
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  • Answer low-volume phone calls
    •  
  • Schedule meetings and appointments using Microsoft Outlook and Teams.
    •  
  • Record meetings and upload them to the cloud.
    •  
  • Update a shared office calendar and track important deadlines.
    •  
  • Enter data into agency databases and verify accuracy.
    •  
  • Print and make copies of reports and forms.
    •  
  • Address and send out mail and packages.
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  • Assist with general office support tasks as needed.
    •  
 
Qualifications:
 
     
  • High school diploma or equivalent.
    •  
  • Prior clerical, secretarial, or office support experience preferred.
    •  
  • Intermediate proficiency in Microsoft Office (Word, Outlook, Teams).
    •  
  • Very Strong attention to detail and ability to proofread documents.
    •  
  • Organizational and time-management skills.
    •  
  • Ability to handle confidential information with discretion.
    •  
  • Ability to work independently and support management as needed.
    •  
 
 
 
 Onboarding Requirements to Complete Upon Acceptance 
 		  
 
 
Onboarding Requirements
 
 
  
  
Please complete the following verification with Accurate/InfoCubic upon candidate's selection.
 
TN Combined Counties & Statewide Search  
 
     
  • Address History Locator
    •  
  • National Criminal Record Search
    •  
  • Sex Offender Registry
    •  
  • Criminal County & Statewide Search - 7  year search, based on residential address history
    •  
  • Criminal Federal Search -  7 year search, based on residential address history
    •  
  • Global Watch
    •  
  • AKAs - Search current name and all additional names
    •  
 
Please review the comments section of this requisition for any additional background check requirements.
 		 
  
 
    Qualification    Required     
 
   Skills   Others   Addressing   Must be able to address envelopes.    Novice (1-3 Years)   No   
 
   Skills   Others   Administative Assistant        Proficient (4-6 Years)   No   
 
   Software   Others   Adobe Acrobat        Novice (1-3 Years)   No   
 
   Skills   Others   Appointment Setting        Novice (1-3 Years)   No   
 
   Skills   Others   Correspondence - Email   High volume of email will be received and will go out. Must be able to keep track of what is due, what is coming due, and what has been accomplished.    Advanced (7-9 Years)   No   
 
   Skills   Others   Correspondence - General        Proficient (4-6 Years)   No   
 
   Skills   Others   Customer Service        Proficient (4-6 Years)   No   
 
   Skills   Others   Data Entry        Novice (1-3 Years)   No   
 
   Skills   Others   Executive Experience   Will be working with Executive Director and board members. Should be comfortable around upper management.    Novice (1-3 Years)   No   
 
   Skills   Others   Filing   Most filing is electronic in nature.    Proficient (4-6 Years)   No   
 
   Skills   Others   Mailroom   Will help ensure incoming and outgoing mail is organized.    Novice (1-3 Years)   No   
 
   Software   Others   Microsoft Excel   Should be able to add data to a spreadsheet to track dates, certification status, and deliverables due.   Proficient (4-6 Years)   No   
 
   Software   Others   Microsoft Word   Must be able to write simple letters that are professionally formatted and gramatically correct.   Advanced (7-9 Years)   No   
 
   Skills   Others   Multi Line Phone System   Phone calls are minimal, but should be comfortable answering the phone and forwarding calls to the correct party.    Novice (1-3 Years)   No   
 
   Skills   Others   Printing and Copying        Proficient (4-6 Years)   No   
 
   Skills   Others   Scheduling   Will schedule meetings for executive director.   Proficient (4-6 Years)   No   
 
   Skills   Others   Typing   Must be able to type letters and emails with very high accuracy.    Advanced (7-9 Years)   No   
 
   Skills   Others   Verbal Communication        Proficient (4-6 Years)   No

Position Details

Posted:

Employment:

Full Time

INDUSTRY:

-

Salary:

USD 25 per hour

REFERENCE NUMBER:

SNPR-950320

CITY:

Nashville

JOB ORIGIN:

SNPR