ADMINISTRATIVE SERVICES ASSISTANT 5 - 73685

Executive Service

This position is a hybrid role based in Davidson County, requiring in-office attendance at least two days per week. Additional on-site days may be necessary for training, meetings, or other business needs.

Compensation is aligned with education, experience, and assessed proficiency in accordance with Department of Human Resources (DOHR) policy. The State of Tennessee offers a comprehensive benefits program to include health, dental, life, vision, and disability insurance programs, paid state holidays, and generous leave benefits. In addition, State of Tennessee employees are eligible for participation in the Tennessee Consolidated Retirement System (TCRS).

Background Check:

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.

Who we are and what we do:

The mission of the Tennessee Department of Safety and Homeland Security is to serve, secure, and protect the people of Tennessee. The department is responsible for ensuring the safety and general welfare of the public through the operations of its six primary divisions: Tennessee Highway Patrol, Driver Services, Tennessee Highway Safety Office, Office of Homeland Security, Tennessee Advanced Communications Network (TACN), and Administrative Services. Headquartered in Nashville, the department maintains a strong presence statewide with approximately 2,500 employees working across the state.

Job Overview:

The Admin Services Assistant 5 position in our Fiscal Services division is responsible for overseeing and managing STS billings to ensure accuracy and alignment with budgetary requirements, working closely with vendors, co-workers, and STS to meet departmental billing needs. The position shall also be responsible for procurement-related job functions including delegated authorities, coordination with the States Central Procurement Office and core purchasing responsibilities.

Key Responsibilities:

Responsibilities include, but are not limited to:

1. Providing monthly billing updates to department heads, maintaining accurate records in the Edison system, ensuring timely disconnection of services for separated employees, and auditing telecommunications charges per policy.
2. Managing telecommunications records, approving invoices, and ensuring cost-saving measures are documented.
3. Additionally, the role coordinates the purchase and approval process for FirstNet devices and services for both the agency and other state agencies, maintaining detailed records for each transaction.
4. Focuses on process improvement by collaborating with teams and business owners to ensure timely, budget-conscious project completion, maintaining thorough documentation, and keeping stakeholders informed throughout all phases of project development.
5. Assisting with maintaining records related to contract administration in accordance with state law.
6. Assisting with monitoring contract dates and set up reminders to ensure timely action on renewals or terminations.
7. Assisting with monitoring maximum liability of contract balances to determine if additional funds are required to complete the necessary work.
8. Assist in exercising delegated purchase authority by independently processing purchases within the assigned dollar threshold, ensuring compliance with all applicable State statutes and departmental procedures.
9. Collaborate with the Central Procurement Office to draft Invitations to Bid (ITBs), Requests for Information (RFIs), and related procurement documents under the guidance of the agency Procurement Office.
10. Create and submit requisitions and purchase orders in the States Edison system for goods and services needed by agency divisions, ensuring appropriate funding lines, commodity codes, and supporting documents are included.
11. Process change orders, amendments, or purchase order adjustments to address scope changes, quantity updates, or pricing modifications.
12. Review and validate invoices related to all utility services provided to the agency, including but not limited to electricity, water, gas, and broadband services.

Minimum Qualifications:

Education and Experience: Graduation from an accredited college or university with a bachelor's degree

AND

experience equivalent to substantial (five or more years of) full-time increasingly responsible 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

Four years of increasingly responsible professional administrative services experience with the State of Tennessee. To apply, submit a cover letter and resume reflecting education and specific positions held, including information relative to the qualifications listed above.

Pursuant to the State of Tennessee's Workplace Discrimination and Harassment policy, the State is firmly committed to the principle of fair and equal employment opportunities for its citizens and strives to protect the rights and opportunities of all people to seek, obtain, and hold employment without being subjected to illegal discrimination and harassment in the workplace. It is the State's policy to provide an environment free of discrimination and harassment of an individual because of that person's race, color, national origin, age (40 and over), sex, pregnancy, religion, creed, disability, veteran's status or any other category protected by state and/or federal civil rights laws.