Administrative Services Assistant - Apidel Technologies

Description:

Shift 1

8:00 AM

4:30 PM

The is seeking a contractadministrative services assistant within the division of Family Health andWellness, Perinatal Infant and Pediatric Care section.

Job Overview:

Summary: Under generalsupervision, is responsible for professional staff administrative work ofconsiderable difficulty and supervisory work of routine difficulty in supportof line operations; and performs related work as required. Position will workin the Perinatal Infant and Pediatric Care Section, specifically with theChildhood Lead Poisoning Prevention Program (CLPPP). Position will be workingin the state administrative computer system and LeadTRK (program database).Training will be provided for this program. Applicant should be proficient inMicrosoft Word, Excel and the use of computer programs.

Work Activities:

1. Assisting TN CLPPP CaseManagement nurses with follow-up for children who have elevated blood leadtests reported to the state. Completing letters for parents and providers asdirected by case manager.

2. Notifying providers ofneeded follow-up via letters faxed requesting follow-up.

3. Entering follow-updocumentation sent from providers in response to follow-up requests intoLeadTRK.

4. Making referrals toTennessee Early Intervention System and Children Special Services as directedby case manager.

5. Document referral childenrollment outcomes from TEIS Data Coordinator (quarterly) into LeadTRK.

6. Open new cases withelevated blood lead levels as directed by nurse case management procedure andsetting out follow-up for nurse review in LeadTRK database.

7. Preparing program purchaseorders correctly, obtaining approval signatures, and submitting to the divisionpurchasing manager and/or working with supervisor

to enter in Edison within 1week of receiving complete information and in advance of event or related need.

8. Reviewing printed materialsfor the program at least annually. Preparing and submitting request forreprinting of materials as needed to maintain an adequate

supply in Central Stores.Review documents received from Central Stores for quantities of materialsremaining in stock for distribution and re-order printed materials as needed.

9. Receive vendor paymentrequests after review and verification from the contract processing worksheetwithin three business days of receipt of complete information and submit toprogram director for signature.

10. Compile, copy, and sendmeeting materials, grant applications, and required reports accurately asrequested within 3 days, as requested by the TN CLPPP program director.

11. Prepare and accuratelycomplete all documents for in and out-of-state travel requests within 3business days of receiving complete information for TNCLPPP staff throughoutthe state fiscal year.

12. Email status of eachcontract being renewed to the program director at least monthly and per requestto assure all contracts are finalized prior to the start of the new contractcycle.

13. Receive and processmonthly invoices for payment within 3 business days of receipt of completeinformation, and track expenses on an Excel spreadsheet

available for review on the sharedH drive or the SharePoint site. Ensure invoices are paid which match theinvoice tracking spreadsheet and review with program director on a monthlybasis.

14. Attend administrativemeetings and trainings as scheduled, including but not limited to contracts/amendments,invoices, budgets, travel, procurement, etc.

15. Review for completenessand assist with federal and contract budgets, revisions and amendments asrequested or indicated during the fiscal year in

cooperation with the programdirector.

16. Conduct contractmonitoring as requested by the program director, including assisting witharrangements, developing, or revising tools, preparing reports on the visits,and tracking any needed follow-up.

17. Prepare or revise contractand invoice monitoring tools shared via email or Sharepoint independently, oras requested by program director.

18. Organize travelauthorization and/or registration activities and prepare and compile meetingmaterials to meet the deadline assigned by program director.

The position is hybrid. Firstday attendance is expected in person in Nashville, TN, for laptop deploymentand new employee onboarding. Average in-person attendance in Nashville isanticipated quarterly. Travel to Nashville is non-reimbursable. The position isrenewable through February 2027.