Job Information

LOCATION OF (1) POSITION(S) TO BE FILLED: DEPARTMENT OF INTELLECTUAL & DEVELOPMENTAL DISABILITIES, MIDDLE TENNESSEE REGIONAL OFFICE, DAVIDSON COUNTY

Background checks and fingerprints required prior to employment. Therefore, you may be required to provide information about your criminal history in order to be considered for this position.

This position may be eligible for remote/hybrid work schedule.

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:

Summary

Summary: Under general supervision, is responsible for secretarial work of average difficulty; and performs related work as required.

Distinguishing Features: This is the highest class in the general secretary sub-series. An employee in this class applies secretarial science techniques to assist an executive in the management of time and in the handling of administrative detail so the executive may be more effective and efficient in action. This class differs from Secretary in that an incumbent of the latter performs work of less scope and complexity and has less responsibility for records and reports. This class differs from those in the Executive Secretary sub-series in that incumbents of the latter have greater responsibility in areas of interpretation and enforcement of secretarial procedures, personal contacts, application of the theory and practice of secretarial science at an advanced level, and performance work of greater scope and complexity.

Responsibilities

Interacting With Computers:

• Creates and maintains documents, presentations, and spreadsheets using current software.

• Answers questions to provide assistance and direction regarding policies, procedures, and agency information.
• Provides polite and effective customer service for all individual contacts.

• Types a variety of material of narrative, tabular, statistical and other nature including correspondence, memoranda, abstracts, articles, business, case, legal, medical, and other items.

• Organizes and coordinates meetings for outside vendors and division staff.

• Prepares files for view by the public.
• Gathers materials necessary for meetings, interviews, and presentations.
• Contacts outside agencies for reference data to ensure accuracy of settlements.
• Retrieves information from files, internet, and databases regarding personnel, payroll, invoices, accounts receivable, etc.
• Researches past purchase orders, contracts, and other items as requested.
• Contacts vendors for price quotes.

• Performs a variety of routine clerical functions such as compiling/assembling information for dissemination.

• Completes necessary training to remain current on computer software used during daily job duties.

• Maintains relationships with internal and external business partners and the general public.

• Creates documents and e-mails for internal and external communications from copy, rough draft, marginal notes, or verbal instruction.
• Prepares tabulations and performs a variety of figures including timesheets, mileage, etc.
• Performs a variety of routine clerical functions.
• Maintains appointment calendars for office staff.
• Performs record keeping duties including archiving files of various media.
• Makes travel arrangements for office staff.
• Proofreads documents to ensure accuracy of content.
• Distributes work to units and maintains files for executive or supervisor.
• Reserves conference rooms for staff meetings and trainings.
• Processes payment transactions to or from customers.
• Moves and lifts boxes, files, and equipment as needed.
• Files documents and items in both paper and electronic formats according to office preference.
• Submits training requests for office staff.
• Performs a variety of other duties to ensure efficient use of time for office staff.
• Maintains contact lists for both the agency and outside contacts.
• Opening, sorting, sending, and distributing mail.
• Organizes and maintains stock/file room.

• Audits employee timesheets to ensure accuracy and completeness.
• Monitors reports and databases to ensure deadlines and policies are met.
• Monitors employee requisition lists for hiring process including correspondences for interviews.
• Audits business relevant documents for accuracy and completeness.
• Monitors the creation of official forms for submission to the forms committee.
• Tracks payments and correspondence to monitor completeness of the process.
• Monitors outstanding purchasing and requisition orders throughout the entire process.
• Monitors inventory levels of standard office supplies to ensure adequate stock for office functionality.
• Monitors office equipment to ensure proper working condition.
• Scans documents to minimize the need for hard copy storage.

• Answers questions to provide assistance and direction regarding procedures and to provide information by telephone.
• Screens and directs calls and visitors to proper services.
• Communicates by telephone, e-mail, or personal contact.
• Provides polite and effective customer service to all individuals that contact the agency.
• Notifies technicians if office equipment is not functional.

• Inspects office equipment to ensure proper working condition.

Competencies

Competencies:

• Basic computer software and security knowledge
• Clerical
• Customer and personal service
• Knowledge of grammar
• Knowledge of mathematics

• Active learning
• Active listening
• Basic skill of speaking
• Reading comprehension
• Service orientation
• Time management
• Writing

• Adaptability
• Oral comprehension
• Oral expression
• Speech recognition
• Written comprehension
• Written expression

Tools & Equipment

• Audio Visual Equipment
• Automatic and manual filing systems
• Binding machine
• Calculators
• Conference Call Equipment
• Copiers
• Electric and Manual Hole Punchers
• Electric and manual staplers
• Fax Machine
• Intercommunications system
• Laminating machines
• Overhead projectors
• Paper Shredders
• Pencil sharpeners
• Personal Computer
• Printer
• Postage Meter
• Scanning Devices
• Tape Recorders
• Telephones/cell phones
• Time, date, and serial number stamping machines
• Transcription equipment
• Two-way radios
• Typewriters
• Video Conference Equipment