State of Tennessee Hiring for SECRETARY-11172021-24697 at Nashville, TN Full Time

State of Tennessee Job Information

Opening Date/Time Wed 11/17/2021 12:00AM Central Time

Closing Date/Time Tue 11/23/2021 11:59PM Central Time

Salary (Monthly) $1,969.00

Salary (Annually) $23,628.00

Job Type Full-Time

City, State Location Nashville, TN

Department Children’s Services

LOCATION OF (1) POSITION TO BE FILLED: DEPARTMENT OF CHILDREN’S SERVICES, CHILD AND FAMILY MANAGEMENT DIVISION, DAVIDSON COUNTY

Minimum Qualifications

Education and Experience: Education equivalent to graduation from a standard high school.

OR

Qualifying full-time secretarial or office clerical experience may be substituted for the required education on a year for year basis.

Other Requirements

Necessary Special Qualifications: Applicants for this class may be required to:

Complete a criminal history disclosure form in a manner approved by the appointing authority;

Agree to release all records involving their criminal history to the appointing authority;

Supply a fingerprint sample prescribed by the TBI based criminal history records clerk.

Examination Method: Education and Experience, 100%, for Preferred Service positions.

Job Overview

Summary: Under general supervision, is responsible for typing and clerical work of average difficulty; and performs related work as required.

Distinguishing Features: This is the entry working class in the secretary sub-series. An employee in this class is responsible for performing a variety of secretarial science duties. This class differs from Administrative Secretary in that an incumbent of the latter performs more complex secretarial duties and duties of wider scope and impact.

Work Activities

Documenting/Recording Information:
Types a variety of material of narrative, tabular, statistical and other nature including correspondence, memoranda, abstracts, articles, business, case, legal, medical, other reports, and a variety of other items.

Reviews all material typed for spelling, grammar, structure, logic, and makes suggestions for improvement where appropriate.

Communicating with Supervisors, Peers, or Subordinates:
Answers questions to provide assistance and direction regarding policies, procedures, and agency information.

Communicates by telephone, e-mail, or personal contact.

Getting Information:
Retrieves information from files, internet, and databases regarding personnel, payroll, invoices, accounts receivable, etc.

Gathers materials necessary for meetings, interviews, and presentations.

Interacting With Computers:
Creates documents and spreadsheets using current office software.

Communicating with Persons Outside Organization:
Answers questions to provide assistance and direction regarding policies, procedures, and agency information.

Proofreads documents to ensure accuracy of content.

Screens and directs calls and visitors to proper services.

Notifies technicians if office equipment is not functional.

Administrative Activities:
Prepares tabulations and performs a variety of figures including timesheets, mileage, etc.

Creates documents and e-mails for internal and external communications from copy, rough draft, marginal notes, or verbal instruction.

Distributes work to units and maintains files for executive or supervisor.

Performs a variety of routine clerical functions.

Files documents and items in both paper and electronic formats according to office preference.

Audits employee timesheets to ensure accuracy and completion.

Audits business relevant documents for accuracy and completion.

Monitors inventory levels of standard office supplies to ensure adequate stock for office functionality.

Monitors office equipment to ensure proper working condition.

Performs a variety of routine clerical functions such as compiling and assembling information for dissemination.

Maintains appointment calendars for office staff.

Inspecting Equipment, Structures, or Material:
Inspects office equipment to ensure proper working condition.

Competencies (KSA’S)

Competencies:
Dealing with Ambiguity

Learning on the Fly

Written Communication

Boss Relationships

Customer Focus

Comfort Around Higher Management

Organizational Agility

Approachability

Patience

Time Management

Knowledge:
Knowledge of Computer Literacy

Knowledge of Customer Service

Knowledge of English Grammar

Knowledge of Mathematics

Skills:
Active Listening

Reading Comprehension

Social Perceptiveness

Time Management

Writing

Abilities:
Memorization

Oral Comprehension

Oral Expression

Speech Clarity

Speech Recognition

Written Comprehension

Tools and Equipment Used

Audio Visual Equipment

Automatic and Manual Filing Systems

Calculator

Copier

Electric and Manual Hole Puncher

Electric and Manual Stapler

Fax Machine

Intercommunication System

Laminating Machine

Overhead Projector

Paper Shredder

Pencil Sharpener

Personal Computer

Postage Meter

Printer

Scanner

Tape Recorder

Telephone

Time, Date, and Serial Number Stamping Machine

Transcription Equipment

Two-way Radio

Typewriter