Administrative Specialist - TSLA

Administrative Specialist

The Administrative Specialist for Preservation and Digital Services provides assistance to the director and staff and supports the ongoing work of the Tennessee State Library & Archives. The Administrative Specialist must strive to fulfill the mission of the Office of the Secretary of State.

Duties/Responsibilities:

• Provides clerical support for the Preservation and Digital Services section.
• Completes paperwork for all purchases as required, including bidding, purchase requests, placing orders, and receiving.
• Initiates payment and verification of all invoices.
• Generates and reconciles various monthly revenue and expense reports and works with the director to maintain and ensure a balanced budget.
• Verifies all staff paperwork is completed properly and filed on time.
• Assists staff with making travel arrangements.
• Keeps and maintains inventory of department equipment and supplies for staff and programs.
• Collects statistical data from staff inputs it into appropriate spreadsheets for monthly, quarterly, and annual reports.
• Deposits revenue from patron orders and inputs data into appropriate spreadsheets for monthly and quarterly reports.
• Works with the director to complete annual data collection correctly and promptly.
• Assists director in creation of various documentation for reporting to Administrative Leadership.
• Answers and routes all incoming phone calls to appropriate staff.
• Collaborates with staff on a variety of project assignments and performs other duties as assigned.

Minimum Qualifications: Education and Experience :

• Education equivalent to graduation from an accredited college or university with a bachelor's degree.
• Experience equivalent to three years of increasingly responsible full-time employment in office/clerical work including at least one year of bookkeeping/statistical experience, with preference given to employment in libraries.

Knowledge and Abilities :

• Must possess skills in the operation of a variety of computer software applications including Microsoft Word, Access, Excel, Adobe Acrobat and other business applications.
• Understand and implement standard bookkeeping practices and procedures.
• Possess flexibility in accepting new responsibilities and learning new concepts for information processing and /or office procedures.
• Communicate effectively with diverse groups and individuals with strong interpersonal, verbal and written skills.
• Strong organizational skills, including the ability to establish priorities, follow project timelines and meet project deadlines.
• Possess strong attention to detail.
• Ability to maintain workflow with multiple interruptions.
• Ability to work unsupervised in a conscientious manner.
• Ability to work collegially as part of a team.
• Ability to work in an environment with books and materials that contain dust and other allergens.

Health, Safety, and Collections Security:

• Possess ability to simultaneously utilize telephone and computer system for extended periods.
• Possess ability to sit for long periods.
• Assist the organization to create a safe and healthy work environment by working safely with the equipment provided.
• Follow instructions given for health and safety purposes and immediately reporting any unsafe working practices or hazardous working conditions.
• Take whatever measures are necessary to protect the collections from loss, mutilation or theft.

Salary : $43,000 annually plus State of Tennessee benefits package.