ADMINISTRATIVE ASSISTANT 2 - 05262026 - 77954

Job Title

Location of (1) Position(s) to be Filled: Department of Labor & Workforce Development, UI Legal Services Division, Davidson County

Qualifications

Education and Experience: Graduation from an accredited college or university with a bachelor's degree and experience equivalent to two years of professional full-time staff work.

Substitution of Education for Experience: Additional graduate coursework from an accredited college or university in public or business administration or other acceptable field may be substituted for the required experience, on a year-for-year basis, to a maximum of two years.

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

Overview

Under general supervision, is responsible for professional staff work of average difficulty in relieving an executive of administrative detail; and performs related work as required. An employee in this class performs a variety of general and special assignments in relieving an executive of administrative detail. This class differs from that of Admin Assistant 1 in that an incumbent of the latter performs work of lesser scope and difficulty. This class differs from that of Admin Assistant 3 in that an incumbent of the latter performs work of greater scope and difficulty. Classes in the Admin Assistant sub-series differ from those in the Admin Services Assistant sub-series in that incumbents of the latter perform duties in direct support of line operations rather than duties which emphasize relieving an executive of administrative detail.

Responsibilities

1. Analyzes, interprets, and enforces existing policies and procedures. Analyzes proposed and existing legislation/policy/standards/mandates/operating instructions and drafts revision recommendations in order to provide clarity.
2. Schedules executive's travel arrangements, processes approvals, and reconciles costs upon completion of travel; maintains calendar of the executive's scheduled meetings; and helps coordinate special events such as executive dinners, banquets, speeches/presentations, and recognitions. Coordinates departmental charity drives, tours of facilities/operations, and similar activities to foster community relations.
3. Performs a variety of general staff administrative duties to support program operations. Acts as a liaison between executives' offices such as Governor's Office, departmental staff, local/state/federal agencies, community organizations and groups, courts, and other entities in gaining and giving information.
4. Assigns, trains, monitors, and evaluates assigned clerical and other staff and their work.
5. Consults with executive to determine costs, time, resources, and/or materials needed to complete an initiative.
6. Monitors orders, employee time, and inventory of supplies.
7. Represents executive when designated at board, commission, and other meetings to gain information. Attends legislative and/or executive functions and meetings as required to gain information.
8. Makes recommendations on human resources actions such as employment, promotion, demotion, transfer, retention, and increases for exceptional performance.

Competencies (KSA's)

1. Resourcefulness
2. Customer Focus
3. Organizational Savvy
4. Instills Trust
5. Drives Engagement

Knowledge

1. Clerical
2. Communications and Media
3. Customer and Personal Service
4. Law and Government

Skills

1. Active Learning and Listening
2. Learning Strategies
3. Mathematics
4. Monitoring
5. Judgment and Decision Making

Abilities

1. Mathematical Reasoning
2. Written Comprehension
3. Speech Clarity
4. Speech Recognition

Tools & Equipment

1. Personal Computer
2. Telephone
3. Retail Sales Equipment
4. Calculator
5. Fax Machine/Printer/Scanner/Copy Machine