ADMINISTRATIVE SERVICES ASSISTANT 3 - 05122026-77649

Job Information

LOCATION OF (1) POSITION(S) TO BE FILLED: TN ARTS COMMISSION, DAVIDSON COUNTY

This position is within the Commission Program

For more information, visit the link below:

https://acrobat.adobe.com/id/urn:aaid:sc:VA6C2:624d36f2-7f2d-41f8-87c8-eda9e095530c

This position is designed as Hybrid (In office and Remote)

Qualifications

Education and Experience: Graduation from an accredited college or university with a bachelor's degree AND experience equivalent to three years of increasingly responsible full-time professional staff administrative experience.

Substitution of Experience for Education: Qualifying full-time increasingly responsible sub professional, paraprofessional, or professional experience may be substituted for the required education, on a year-for-year basis, to a maximum of four years.

Substitution of Education for Experience: Additional graduate coursework in public administration, business administration, or other acceptable field may be substituted for the required experience, on a year-for-year basis, to a maximum of two years.

OR

Two years of increasingly responsible professional administrative services experience with the State of Tennessee.

Overview

Under general supervision, is responsible for professional staff administrative work of considerable difficulty in support of line operations; and performs related work as required. Incumbents in this class function at the advanced working level and may supervise professional and sub professional staff in accomplishing administrative services and related departmental functions. This class differs from that of Admin Services Assistant 2 in that incumbents of the latter function at the working level and perform work of lesser scope and complexity. This class differs from that of Admin Services Assistant 4 in that incumbents of the latter function at the lead level and may supervise.

Responsibilities

1. Serves as lead staff for supplier set-up, including work with program directors to gather W-9s or school memos and manage registration and change requests for vendor profiles. This involves liaison between the agency, the Department of Finance & Administration Supplier Maintenance and multiple nonprofit and public grantee agencies. This is a significant function for the TN Arts Commission as it manages approximately 1000 grants annually.
2. Supports pre-audit review and approval of grant requests for payment and final evaluations through the Tennessee Arts Commissions online grant system to assure that grantees are fulfilling their obligations and that payments are compliant with state policy
3. Manage process for collection and follow-up of annual financial reports from grantees to assure state compliance with federal audit requirements, specifically the Audit Purposes (IAP) and End of Fiscal Year (EOFY) forms.
4. Supports the preparation of reports to state agencies and non-state funders, including generation of data, review and analysis of information.
5. Provides technical assistance to organizations, artists and communities related to areas of responsibility
6. Participates in agency administrative team meetings and other related duties as assigned
7. Acts creatively as part of the Arts Commission team to support agency-wide events and activities

Competencies (KSA's)

Competencies:

1. Communicates Effectively
2. Manages Complexity
3. Manages Conflict
4. Cultivates Innovation
5. Motivating Others
6. Decision Quality

Knowledges:

1. Administrative and Management
2. Economics and Accounting
3. Law and Government
4. Personnel and Human Resources
5. Customer and Personal Service

1. Active Learning and Listening
2. Critical Thinking
3. Management of Financial Resources
4. Judgment and Decision Making
5. Management of Personnel Resources

Abilities:

1. Deductive Reasoning
2. Inductive Reasoning
3. Problem Sensitivity
4. Selective Attention
5. Written Comprehension

Tools & Equipment

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