Location: Sumner County
Last Day to Apply: Mar 18 , 2024
Business Unit: Non-Exempt Office/Admin Suppt
Job Family: Wildlife Resources
Job Opening ID: 55480
Job Information
LOCATION OF 1 POSITION TO BE FILLED: TENNESSEE WILDLIFE RESOURCES, BIODIVERSITY, SUMNER COUNTY
WORKING TITLE: PART-TIME PROPAGATION TECH
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.- 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.
Summary
Summary: Under general supervision, is responsible for secretarial work of average difficulty; and performs related work as required.
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:
- Dealing with Ambiguity
- Functional/Technical Competency
- Intellectual Horsepower
- Organizing
- Priority Setting
- Time Management
- Action Oriented
- Written Communication
- Comfort Around Higher Management
- Customer Focus
- 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
TN Driver Standards
State of Tennessee positions that may involve driving responsibilities require candidates to meet the following minimum driver qualifications:
- A valid driver's license
- For the past five years, the candidate's driver record must not have record of the following violations: driving under the influence (DUI), reckless driving, license suspension for moving violations, more than 4 moving violations.
Please include your Driver's License Information under the Licenses and Certifications section of your application.
**Agencies may allow an exception based on other factors.