Administrative Assistant

Title: Administrative Assistant

Location: Nashville TN - Hybrid

Contract: 7 Months and Possibility of Extension

Job Overview:

The Client, Division of Family Health and Wellness is currently accepting applications for a contract Administrative Services Assistant (ASA 3). This position will be in the Supplemental Nutrition Program (SNP) Section. This ASA 3 position assists the Communications & Continuous Quality Improvement Manager with program outreach projects, internal communications efforts, work process improvements, and day-to-day administrative responsibilities.

Key Responsibilities:

Provide administrative support including preparation of reports, forms, and administrative tasks related to project logistics.

Assist in the creation and print requisition of handouts and forms.

Perform administrative duties including typing, word processing, and general office support.

Provide support to the Communications & CQI Manager; maintain and update SharePoint, H: Drive, and other databases as assigned.

Assist in the creation and submission of social media posts.

Assist in the compilation and distribution of a quarterly internal newsletter.

Conduct semi-annual reviews of relevant webpages and handouts, recommending updates as applicable.

Assist in surveying staff and program participants to develop and implement process changes that support continuous improvement.

Ensure that all administrative processes adhere to state and federal policies, rules, and regulations.

Minimum Requirements:

Education: Associate’s degree AND experience equivalent to one year of increasingly responsible full-time professional staff administrative experience. Substitution of Experience for Education: Qualifying full-time increasingly responsible sub professional or paraprofessional.

Desired Qualifications:

Ability to communicate effectively both orally and in written communications.

Must be detail-oriented and highly organized with the ability to work independently with minimal supervision.

Must have the ability to work and communicate effectively with peers, superiors, subordinates, agency personnel, and external contacts.

Must have working knowledge of Microsoft Office Programs (Word, Excel, PowerPoint,

SharePoint, Outlook, etc.).

Experience with creative tools like Canva, Adobe Creative Suite, and similar programs is preferred.

Experience with document remediation software like Allyant CommonLook and similar programs as well as familiarity with ADA-accessibility practices is preferred.

Work Environment:

TN residency required at date of hire. This is a hybrid position with weekly in-person attendance in Nashville, TN. In-person attendance is required on first day of employment for laptop deployment and orientation. Travel to TN Dept of Health central office in Nashville is non-reimbursable.

Typical working hours are Monday - Friday 8:00AM CST to 4:30PM CST, 37.5 hours per week, reflective of typical state government office hours.

This position is funded through federal grants, renewable through 9/30/2027 and is dependent on funding availability for additional renewal.