ADMINISTRATIVE SPECIALIST - 65425

Executive Service

Who we are and what we do:

Mission: The mission of the Office of the Secretary of State is to exceed the expectations of our customers, the taxpayers, by operating at the highest levels of accuracy, cost-effectiveness, and accountability in a customer-centered environment.

Job Overview:

Summary: Responsible for providing administrative support within the Information Technology Division. Supervisor: Information Technology Director

Key Responsibilities:

Duties/Responsibilities

• Prepare purchase requests for the Division; process purchase orders and invoice payments.
• Coordinate with the Fiscal Division to aid in technical purchases for other Divisions.
• Provide information, technical support, and Help Desk services.
• Receive and route telephone calls; sort and distribute mail.
• Organize meetings and documentation for the annual Information Systems Planning process.
• Order supplies and materials for the Information Technology Division staff and programs; compile statistical reports, including reports of hardware/software ordered by each division.
• Maintain hardware inventory database and surplus equipment as required.
• Prepare travel arrangements for the Information Systems Division staff, including transportation, hotel reservations, and travel reimbursement claims.
• Monitor accounts for budgetary purposes, including tracking of expenses, and review of invoices to ensure accuracy and keeping the division director advised of errors and discrepancies.
• Responsible for purchases, payments, and monitoring of supplies as the division's liaison with vendor
• Perform other duties as assigned.

Minimum Qualifications:

Knowledge and Abilities:

• Strong organizational skills, attention to detail, and accuracy.
• Perform routine administrative duties in support of division activities.
• Possess skills in or demonstrate an ability to learn moderate technological operations and software applications, including Microsoft Office, Email/Messaging, and other specially designed software packages.
• Compose and produce clear correspondence and reports.
• Approach staff members and the public in a friendly, professional manner.
• Ability to follow written or oral instructions.

Physical Requirements:

• Ability to repeatedly lift boxes of up to thirty pounds.

Required Experience:

Education and Experience:

• Graduation from an accredited college or university with a bachelor's degree.
• Qualifying full-time increasingly responsible sub-professional experience or para-professional or professional experience may be substituted for the required education, on a year-for-year basis, to a maximum of three years.

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.