Contracts Administrative Assistant - Nashville, TN/Hybrid

Contracts Administrative Assistant
Nashville, TN/Hybrid
12+ months
Position Description & Responsibilities:
The Tennessee Department of Health, Division of Family Health and Wellness is currently accepting applications for Administrative Services Assistant (ASA 3). This position will be in the Supplemental Nutrition Program (SNP) Section. This ASA 3 position assists the Administrative Services Assistant 4, Section Chief, and Program Directors with the day-to-day administrative responsibilities of the SNP program, including coordination of special events and projects as required.


Duties include:


Provide administrative support including preparation of reports, forms, and administrative tasks related to preparing purchase orders, travel authorizations, and expense requests.


Submit and complete printing requests.


Prepare contract documents including scope of services and budgets.


Assist contract agencies with budget development.


Process invoices to ensure timely vendor payment; and maintain Excel Invoice spreadsheets.


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


Provide support in scheduling, planning, and development; order supplies, and process travel claims and invoices.


Assist in planning trainings and events by assisting with PH-3969 development, contacting trainers, coordinating meeting spaces, and creating training materials.


Provide support to the ASA 4; maintain and update SharePoint, H: Drive, and other databases as assigned.


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


Monitor the sub-recipients grant budget and expenditures.


Assist with checking sub-recipients' budget and funding revisions.


Provide assistance with the WIC Hotline.


Desirable Skills:
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.
Must have working knowledge of Microsoft Office Programs (Word, Excel, PowerPoint, SharePoint, Outlook, etc.).


Minimum Qualifications:
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.


Work Environment:

This is a hybrid position with quarterly in-person attendance and discretionary 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 8/30/2026 and is dependent on funding availability for additional renewal.