Address
Form of work
SalaryLocation: Davidson County
Last Day to Apply: Mar 25 , 2024
Business Unit: Non-Exempt Office/Admin Suppt
Job Family: Correction
Job Opening ID: 55817
Job Information
Opening Date/Time
03/12/2024 12:00AM Central Time
Closing Date/Time
03/25/2024 11:59PM Central Time
Salary (Monthly)
$3,958.00
Salary (Annually)
$47,496.00
Job Type
Full-Time
City, State Location
Nashville, TN
Department
Correction
State of Tennessee Job Information
LOCATION OF (1) POSITION TO BE FILLED: DEPARTMENT OF CORRECTION, RIVERBEND MAXIMUM SECURITY INSTITUTION, DAVIDSON COUNTY
Qualifications
Education and Experience: Education equivalent to graduation from a standard high school and experience equivalent to four years of full-time increasingly responsible secretarial work.
Substitution of Education for Experience: 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: None
Examination Method: Education and Experience,100%, for Preferred Service positions. For Executive Service positions, Minimum Qualifications, Necessary Special Qualifications, and Examination Method are determined by the appointing authority.
Summary
Summary: Under general supervision, is responsible for secretarial work of average difficulty; and performs related work as required.
Distinguishing Features: An employee in this class applies secretarial science techniques at an advanced level to assist an assistant commissioner, general counsel, or hospital superintendent in the management of time and in the handling of administrative detail so that the executive may be more effective and efficient in action. This class differs from Administrative Secretary in that an incumbent of the latter performs secretarial work of lesser scope and complexity.
Responsibilities
Coordinating the Work and Activities of Others:
- Coordinates with staff to ensure directives or tasks are accomplished in a timely manner.
- Interprets a variety of policies and procedures to facilitate understanding, enhance communications, and ensure compliance.
- Resolves conflicts to ensure timely and efficient performance and maintains positive working relationships.
- Maintains a respectful and productive work environment within the assigned work unit to minimize disputes and facilitate performance.
- Communicates to external agencies and the public to provide information through writing, in person, telephone or by e-mail.
- Uses computer to enter transactions, requests and leave and attendance in state database for staff and/or clients.
- Uses office productivity software including but not limited to word processing programs, spreadsheet programs, presentation software, web-based e-mail programs, and search engines.
- Organizes files to maintain accountability and accessibility of information.
- Incorporates last minute and unscheduled tasks into current workload to ensure timely and accurate completion of work.
- Organizes and prioritizes personal workload using calendars, lists, and other facilitators to ensure timely and accurate completion of work.
- Solves problems/issues within the scope of authority.
- Makes recommendations on the best solutions for the issue at hand.
- Advises upper management on team standards and best operating procedures to inform strategy development and decision making.
- Audits leave and attendance for staff to ensure accuracy.
- Verifies requests for authenticity and accuracy before processing.
- Compiles information from various sources to ensure tasks are completed in a timely manner.
- Performs calculations for reports and/or requests.
- Analyzes information from various sources to ensure proper distribution for accurate response.
- Influences others to maintain a positive working environment.
- Maintains current information to ensure standards are met.
- Evaluates information for relevancy.
- Applies new knowledge from training to improve job performance.
- Attends meeting to gain/share information with department heads to incorporate knowledge.
- Attends required and optional training to enhance job performance.
- Schedules meetings, hearings and interviews as needed with internal and external business partners.
- Schedules routine assignments for necessary staff.
- Schedules the use of facilities to ensure availability.
- Schedules events, activities and programs as requested.
- Operates a variety of office equipment including but not limited to copiers, scanners, fax machines, shredders, calculators and adding machines.
- Teaches less experienced staff in the daily operations of the unit.
- Cross trains co-workers to enhance job performance in the absence of staff or staff shortage to continue smooth and effective operations.
- Oversees the spending of money for resources essential to the work unit.
- Monitors attendance and leave of staff.
- Monitors policies and procedures to ensure compliance.
- Monitors supervisor’s agenda.
- Monitors correspondence to ensure timely disposition.
- Monitors reports as needed.
- Monitors work area for safety and compliance.
- Develops documents to retain information as required by policies and procedures in order to track the information.
- Creates documents/letters as needed to retain for future use.
- Mentors staff by providing feedback and information on organizational culture, policies and procedures.
- Mentors less experienced staff in the daily operations.
- Enters leave and attendance for self and staff.
- Maintains various information electronically and paper copies as needed.
- Records minutes from meetings.
- Enters personal updates on state database.
- Communicates with supervisor, and/or co-workers concerning daily activities and messages by telephone, in written form, e-mail, or in person.
- Identifies developmental opportunities appropriate for staff to improve team development.
- Encourages staff to build mutual trust, respect, and cooperation among team members.
- Models effective performance for fellow staff to provide a role model.
- Estimates the amount of office supplies needed such as toner, cartridges, copy paper, pens and other required supplies.
- Maintains a professional working relationship with peers and management to ensure a smooth and effective team operation.
- Maintains functionality of office equipment such as copiers, printers, fax machines, scanners, shredders and telephones.
- Identifies work priorities to ensure the most important work is completed first and deadlines are met and to avoid duplication of efforts.
- Estimates time needed to accomplish a task or goal.
- Enters personal time, leave/overtime request, and travel into state database.
- Files various reports, records and logs.
- Types correspondence to internal and external business partners concerning job related issues.
- Enters transactions and requests into state database.
- Processes information request from various sources.
- Sorts incoming and outgoing mail as needed.
- Answers and return phone calls.
- Receives information from various sources including electronic, regular mail, and/or verbal directives for further processing or filing.
- Receives phone calls from internal and external business partners.
- Observes surroundings to ensure all areas are in compliance and/or secured as needed.
Competencies
Competencies:
- Time Management
- Written Communications
- Dealing with Ambiguity
- Functional/Technical Competency
- Ethics and Values
- Customer Focus
- Informing
- Organizing
- Problem Solving
- Priority Setting
- Clerical
- Customer and Personal Service
- Law and Government
- Active Learning
- Active Listening
- Reading Comprehension
- Speaking
- Writing
- Service Orientation
- Equipment Maintenance
- Troubleshooting
- Time Management
- Oral Comprehension
- Oral Expression
- Time Sharing
- Written Comprehension
- Written Expression
- Speech Clarity
- Speech Recognition
Tools & Equipment
- Personal Computer
- Adding Machine/Calculator
- Printer
- Fax Machine
- Copy Machine
- Scanner
- Shredder
- Dry Erase Board
- Telephone
- Tow-Way Radios
- Keys and Chits
