Administrative Specialist

Tennessee Department of State

Tennessee State Library & Archives

Planning & Development

Mission: The mission of the Office of the Secretary of State is to exceed the expectations of our customers, the taxpayers, by operating at the highest levels of accuracy, cost-effectiveness, and accountability in a customer-centered environment.

Supervisor: Library Manager of Planning & Development

Duties/Responsibilities:

• Provides clerical support for the Planning & Development (P&D) section.
• Completes paperwork for all purchases as required, including acquiring quotes, creating purchase requests, placing orders, receiving items, and submitting invoices for payment.
• Initiates payment and verification of all invoices.
• Creates event memos and associated documentation for a variety of P&D events.
• Reviews and routes all contract payment requests for signature and submits completed requests for payment.
• Maintains a positive relationship with the Fiscal & Administrative Services department staff.
• Generates and reconciles various monthly revenue and expense reports and works with the supervisor 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 P&D staff and programs.
• Answers and routes all incoming phone calls to appropriate P&D 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.
• Ability to travel throughout the state as needed.

Physical Requirements:

Physical demands include ability to lift and carry boxes, ledgers, books, and other items weighing up to 40 pounds; pushing and maneuvering utility and book carts through stack aisles and carpeted areas; frequent bending, squatting, and reaching to retrieve and reshelve items from bins and shelving units; standing and walking for extended periods up to 4 hours at a time.

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 report any unsafe working practices or hazardous working conditions.
• Take whatever measures are necessary to protect the collections from loss, mutilation or theft.