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    Administrative Services Assistant - Nashville, United States - Novalink Solutions LLC

    Novalink Solutions LLC
    Novalink Solutions LLC Nashville, United States

    3 weeks ago

    Default job background
    Description

    Title: Administrative Services Assistant (ASA) with the Tennessee Corrections Institute


    TCI is a state agency dedicated to training jail employees. We embrace a culture of innovation and creativity, and we are committed to equipping students with the essential knowledge and skills needed to ensure safety, security, and effectiveness in their roles. We believe in fostering a diverse and inclusive environment where every team member can contribute to and influence positive change in corrections and beyond. TCI is opening a new facility in Jackson, Tennessee designed to host training classes for corrections professionals. The ASA supports our Training Officer and is crucial in meeting our trainees' needs. This full-time position is in-person with partial remote work with the standard schedule being Monday – Friday 7:30AM to 4:30 PM (start time is flexible). Responsibilities include, but are not limited to:
    • Greet trainees as they enter the building, determine their needs, answer questions, and grant access to training area.
    • Answer, screen, and direct inbound calls.
    • Assist with making copies, preparing workbooks, and other materials for handout.
      Provide coverage for Training Officer when they are out of the office.
    • Assist Training Officer in preparing classroom each day by ensuring a neat and orderly environment, ensuring snacks/water are stocked, and reporting maintenance issues.
    • Assist with managing agency schedules and updating them using Microsoft Excel.
    • Perform data entry into Learning Management System (class attendance, roster creation, etc.).
    • Assist with training logistics and planning (example: scheduling classes and meetings, ensuring room availability, assisting with travel arrangements, managing inventory and ordering supplies),
    • 30% of the time this position will assist with grant management work. This includes:
      • Preparing grant contracts (mail merging templates off Excell worksheet)
      • Reviewing documents for accuracy
      • Reconciling invoices for reimbursement
      • Maintaining notes
      • Saving email documentation
    • Position has potential to turn into permanent state employee position in future.

    Qualifications:

    Associates Degree or Bachelor's Degree preferred in any field of study. Candidates with at least seven years of experience providing administrative assistance, secretarial, office management, assistant management, or similar role will be considered. Grant management experience is helpful, but we will train the right candidate.

    Skills:

    • Customer Service Skills – Ability to greet and assist visitors with a professional demeanor, manage customer inquiries, and provide general support with a focus on excellent service.
    • Communication Skills – Strong verbal and written communication skills
    • Organizational Skills – Proficient in managing schedules, planning logistics, and handling multiple tasks simultaneously.
    • Technical Skills - Must be proficient with Microsoft Word and Excel
      Problem Solving Skills – Must be able to identify issues and implement or suggest solutions.
    • Initiative and Independence – Capable of working independently to manage time effectively, prioritize tasks, and take initiative especially when the Training Officer is unavailable.

    Job Type: Full Time Job

    Expected hours: hours a week



    Requirements

    Qualifications

    Type

    Category

    Qualification

    Description

    Competency

    Required

    Skills

    Others

    10-Key Calculator

    Novice (1-3 Years)

    No

    Skills

    Others

    Accounts Payable

    Proficient (4-6 Years)

    No

    Skills

    Others

    Accounts Receivable

    Proficient (4-6 Years)

    No

    Skills

    Others

    Administative Assistant

    Advanced (7-9 Years)

    Yes

    Software

    Others

    Adobe Acrobat

    Proficient (4-6 Years)

    Yes

    Skills

    Others

    Basic Bookkeeping

    Proficient (4-6 Years)

    No

    Skills

    Others

    Correspondence - Email

    Advanced (7-9 Years)

    Yes

    Skills

    Others

    Correspondence - General

    Advanced (7-9 Years)

    Yes

    Skills

    Others

    Customer Service

    Advanced (7-9 Years)

    No

    Skills

    Others

    Customer Service Skills

    Advanced (7-9 Years)

    Yes

    Skills

    Others

    Data Entry

    Proficient (4-6 Years)

    Yes

    Skills

    Others

    Emailing

    Proficient (4-6 Years)

    No

    Skills

    Others

    Filing

    Proficient (4-6 Years)

    No

    Skills

    Others

    Inventory

    Novice (1-3 Years)

    No

    Software

    Others

    Microsoft Excel

    Proficient (4-6 Years)

    Yes

    Software

    Others

    Microsoft Word

    Advanced (7-9 Years)

    Yes

    Skills

    Others

    Printing and Copying

    Proficient (4-6 Years)

    Yes

    Skills

    Others

    Proofreading/Editing

    Novice (1-3 Years)

    No

    Skills

    Others

    Scheduling

    Proficient (4-6 Years)

    No

    Skills

    Others

    Technical Skills

    Proficient (4-6 Years)

    No

    Skills

    Others

    Typing

    Advanced (7-9 Years)

    Yes

    Skills

    Others

    Verbal Communication

    Proficient (4-6 Years)

    Yes
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