Administrative Secretary

Administrative Secretary
Nashville, TN
12+ Months Contract

The person in this role will be responsible for a high volume of email. They must be very organized to keep up with all of it. They must ensure that board meetings are scheduled, that all parties that need to attend are notified, and that all correspondence around the board is correct and professional. Position is a hybrid role. Three days in the office in the Donelson area of Nashville and two days a week is "work at home". 7.5 hour standard state work day with an hour for lunch. Standard working hours 8 AM to 4:30 PM, but can also work 7:30 to 4:00 or 8:30 to 5:00. Person will be provided state computer, email address, and telephone number. Some travel required to Murfreesboro, Franklin, and Lebanon once a quarter for Board Meetings. Mileage will be reimbursed

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.
• 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.
• 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.