EXECUTIVE ADMIN ASSISTANT 1 - 69553

Executive Service

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 Tennessee Department of Correction operates and oversees 14 adult prisons across the state, housing some 21,000 offenders. In the community, TDOC supervises 79,000 offenders on probation, parole, or community corrections. The department operates 44 probation/parole offices in 13 districts across the state.

How you make a difference in this role:

This position reports directly to the Assistant Commissioner, Prison Operations, for the Tennessee Department of Correction (TDOC). The Assistant Commissioner (AC) oversees security operations statewide, identifying and providing recommendations on improvements agencywide. Additionally, the AC oversees the departments Emergency Management and Inmate Transportation teams as well as specialized contraband interdiction and special operations units. This position provides high-level administrative support to the Office of the Assistant Commissioner and is responsible for the tracking and coordination of projects across the state and agencies along with other administrative duties. This position is assigned to Central Office and may require occasional statewide travel and work outside regular business hours or on weekends.

Job Overview:

This position reports directly to the Assistant Commissioner, Prison Operations, for the Tennessee Department of Correction (TDOC). The Assistant Commissioner (AC) oversees security operations statewide, identifying and providing recommendations on improvements agencywide. Additionally, the AC oversees the departments Emergency Management and Inmate Transportation teams as well as specialized contraband interdiction and special operations units. This position provides high-level administrative support to the Office of the Assistant Commissioner and is responsible for the tracking and coordination of projects across the state and agencies along with other administrative duties. This position is assigned to Central Office and may require occasional statewide travel and work outside regular business hours or on weekends. Preferred competencies for this position include proficiency in Microsoft Word, Excel and PowerPoint, experience in supporting multiple individuals, problem solving, self-starter requiring minimal guidance, and customer focus. This position is located at the TDOC Central Office in Nashville.

Key Responsibilities:

Provide support to agency-wide strategic planning processes:

• Create tracking system, monitor progress reports, and develop prioritization of projects in consultation with the AC
• Coordinate executive leadership team meetings for concept briefs, in progress reviews, etc.

Provide as needed support to legislative affairs functions:

• Support collaborative development of presentations and materials for the Inmate Disciplinary Oversight Board (IDOB) committee and requests
• Monitor schedule and delivery of reports due to the Assistant Commissioner, Prison Operations Assist in tracking and completing policy reviews
• Maintain tracking systems and maintain schedules for all reports due from the AC throughout the year and assist in the drafting of those reports
• Schedule travel and complete expense reports for the AC and DACs, as well as maintain calendar for the AC Ordering of supplies for all components under the supervision of the AC Managing and tracking equipment, mail log, and correspondence; case/task/project tracking and reporting, physical records management, and disposition; managing staff schedules and facilitating meetings.

Minimum Qualifications:

• Experience equivalent to four years of increasingly responsible full-time professional administrative experience
• Strong organizational skills, including the ability to prioritize, multi-task and manage workload to meet specific time-frames and deadlines
• Ability to leverage critical thinking to complicated problems to devise creative recommendations for solutions
• Demonstrated ability to multi-task with significant and varied responsibilities in the area of documentation and monitoring of activities and initiatives, research and preparation of reports, communication, and presentation development
• Independently research and analyze difficult and complex issues and provide recommendations
• The ability to learn new skills, anticipating the skills necessary to complete assigned task and taking ownership to learn those skills
• Exceptional writing and communication skills
• Proficiency in Microsoft Office
• Strong customer service skills to engage outside stakeholders to address issues

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.