ADMINISTRATIVE SECRETARY - 05262026- 77926

Job Information

LOCATION OF (1) POSITION(S) TO BE FILLED: DEPARTMENT OF HUMAN SERVICES, , RUTHERFORD COUNTY

For more information, visit the link below:
https://www.tn.gov/content/dam/tn/human-services/documents/HRC0020118_Admin_Secretary_Rutherford_6826.pdf

This is an on-site position

This position requires a criminal background check. Therefore, you may be required to provide information about your criminal history in order to be considered for this position.

Qualifications

Education and Experience: 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.

Necessary Special Qualifications: Applicants for this class may be required to:

1. Complete a criminal history disclosure form in a manner approved by the appointing authority;
2. Agree to release all records involving their criminal history to the appointing authority;
3. 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

1. 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.
2. Answers questions to provide assistance and direction regarding policies, procedures, and agency information.
3. 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.
4. Audits employee time sheets and business relevant documents for accuracy and completeness.
5. Monitors reports and databases, employee requisition lists for hiring process, outstanding purchasing and requisition orders, inventory levels of standard office supplies, and office equipment.
6. Communicates by telephone, e-mail, or personal contact. Provides polite and effective customer service to all individuals that contact the agency.

Competencies (KSA's)

Competencies:

1. Manages Ambiguity
2. Manages Complexity
3. Action Oriented
4. Plans and Aligns
5. Resourcefulness

Knowledge:

1. Clerical
2. Customer and Personal Service

1. Active Learning and Listening
2. Speaking
3. Reading Comprehension
4. Service Orientation
5. Time Management

1. Written Comprehension
2. Speech Recognition

Tools & Equipment

1. Personal Computer
2. Telephone
3. Copy Machine
4. Scanner
5. Calculator