Administrative Secretary, Full Time

Qualifications
Education equivalent to graduation from a standard high school and experience equivalent to two years of increasingly responsible full-time secretarial or office clerical work.

OR

Qualifying full-time secretarial or office clerical experience may be substituted for the required education on a year-for-year basis; additional qualifying education at an accredited college, business school or technical institute in secretarial science may be substituted for the required experience on a year-for-year basis to a maximum of two years.

Necessary Special Qualifications

Complete a criminal history disclosure form in a manner approved by the appointing authority.

Agree to release all records involving their criminal history to the appointing authority.

Supply a fingerprint sample prescribed by the TBI based criminal history records clerk.

Overview
The Tennessee Department of Human Services is announcing a vacancy for an Administrative Secretary within the Division of Rehabilitation Services at the Tennessee Rehabilitation Center in Smyrna. This position plays an essential role in supporting two DHS Program Directors by ensuring the smooth coordination of daily operations and maintaining clear, timely communication across the center. The Administrative Secretary serves as a central point of organization, providing dependable administrative support that allows leadership to focus on program oversight and service delivery.

In this role, the Administrative Secretary facilitates the flow of information by managing calendars, scheduling meetings, preparing documentation, and coordinating logistics that keep internal and external activities running efficiently. This position supports accurate and timely submission of procedures, assists with the compilation of program information for leadership, and helps maintain the operational structure needed for effective center management. Through consistent organization, professional communication, and attention to detail, the Administrative Secretary strengthens the overall functioning of TRC-Smyrna and contributes to a well-supported environment where staff and leadership can carry out their mission to serve vocational rehabilitation customers.

Responsibilities

Performs a variety of routine clerical functions such as compiling/assembling information for dissemination. Types a variety of material of narrative, tabular, statistical and other nature including correspondence, memoranda, abstracts, articles, business, case, legal, medical, and other items.

Answers questions to provide assistance and direction regarding policies, procedures, and agency information.

Contacts outside agencies for reference data to ensure accuracy of settlements; researches past purchase orders, contracts, and other items as requested; and contacts vendors for price quotes.

Audits employee time sheets and business relevant documents for accuracy and completeness.

Monitors reports and databases, employee requisition lists for hiring process, outstanding purchasing and requisition orders, inventory levels of standard office supplies, and office equipment.

Communicates by telephone, e-mail, or personal contact. Provides polite and effective customer service to all individuals that contact the agency.

Competencies

Manages Ambiguity

Manages Complexity

Action Oriented

Plans and Aligns

Resourcefulness

Knowledge

Clerical

Customer and Personal Service

Skills

Active Learning and Listening

Speaking

Reading Comprehension

Service Orientation

Time Management

Abilities

Written Comprehension

Speech Recognition

Tools & Equipment

Personal Computer

Telephone

Copy Machine

Scanner

Calculator

#J-18808-Ljbffr State of Tennessee