Administrative Services Assistant 3

Job Description

Job Description

Administrative Services Assistant 3

Position: Administrative Services Assistant 3 (ASA 3)
Location: Nashville, TN
Work Arrangement: Onsite
Contract Duration: October 15, 2026 October 15, 2027
Schedule: Monday Friday
Hours: 8:00 AM 4:30 PM CST
Hours per Week: 37.5
Openings: 1
Requisition ID: 66344
Submission Deadline: September 30, 2026

Job Overview

We are seeking an experienced Administrative Services Assistant 3 (ASA 3) to provide professional administrative and operational support for a public-sector office in Nashville.

The selected candidate will support day-to-day office administration, purchasing, fiscal and invoice documentation, travel coordination, meeting scheduling, records management, program implementation, and communications activities. The role requires strong organization, attention to detail, communication skills, and the ability to manage multiple priorities.

Key Responsibilities

• Monitor, purchase, and receive office supplies while following established policies and documentation procedures.

• Provide administrative support related to contracts, invoices, and fiscal documentation.

• Assist with communications and administrative coordination with contracted agencies and external partners.

• Assist with annual accrual audits and maintain organized administrative and fiscal files.

• Coordinate employee and business travel.

• Assist with preparation of out-of-state travel documentation in accordance with applicable travel regulations.

• Ensure accurate accounting codes and supporting documentation are maintained.

• Coordinate meetings involving multiple stakeholders.

• Manage meeting schedules, invitations, communications, and logistics.

• Arrange conference calls, web-based video services, and other meeting technology.

• Take meeting notes and maintain accurate meeting documentation.

• Maintain office files and ensure work products and records are organized and accessible.

• Support program implementation activities across multiple regions.

• Coordinate social media communications and website updates.

• Assist with website maintenance and production of flyers and other communication materials.

• Work closely with internal teams and external partners to support administrative and program objectives.

• Perform other administrative duties as assigned.

Minimum Qualifications

• Bachelor's degree from an accredited college or university and three years of increasingly responsible, full-time professional staff administrative experience.

OR

• Qualifying sub-professional, paraprofessional, or professional experience may substitute for the required education on a year-for-year basis, up to four years.

OR

• Additional graduate coursework in public administration, business administration, or another acceptable field may substitute for required experience on a year-for-year basis, up to two years.

OR

• Two years of increasingly responsible professional administrative services experience with a state government organization.

Preferred Skills

• Administrative support experience in a professional office environment.

• Strong organizational and time-management skills.

• Experience with purchasing, invoices, contracts, or fiscal documentation.

• Experience coordinating meetings and calendars.

• Experience with travel arrangements and travel documentation.

• Strong written and verbal communication skills.

• Ability to take detailed meeting notes and maintain organized records.

• Experience coordinating communications, websites, social media, or marketing materials.

• Ability to work with multiple stakeholders and external partners.

• Strong attention to detail and follow-through.

• Ability to manage multiple tasks and deadlines independently.

• Government or public-sector administrative experience is preferred.

Ideal Candidate

The ideal candidate is a highly organized administrative professional who can independently coordinate schedules, documentation, travel, meetings, purchasing, and communications while maintaining accuracy and confidentiality. Candidates with public-sector, healthcare, public health, grants, contracts, or government administrative experience are strongly encouraged to apply.