Administrative Specialist - Tennessee Secretary of State

Administrative Specialist                                                Tennessee Department of State                                Tennessee State Library & Archives                              Red River Regional Library

Location of Position: Clarksville, TN

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.

Supervisor:RegionalLibrary Director

About the Red River Regional Library:  The Red River Regional Library staff is an innovative, collaborative, and creative team that works to make libraries better for the 14 public libraries serving the 8 counties northwest of Nashville. The regional headquarters is located in the vibrant, fast-growing city of Clarksville, home of Austin Peay State University, Fort Campbell Army Post, and the beautiful Cumberland River. The Red River region offers access to two state parks and thirty local parks for outdoor activities. It is also home to plenty of restaurants, shopping, a museum, a theater, and other fun attractions. If you are looking for an exciting challenge and enjoy helping solve library problems and supporting public library boards, directors, and staff, apply today!

Summary:  An employee in this classification is responsible for keeping records of financial transactions for the regional library agency, maintaining statistics, and managing a variety of general office activities. The employee may be expected to attend meetings and training programs at the State Library and Archives in Nashville or in other areas of the state.

Duties/Responsibilities:

• Maintains and reconciles regional budget expenditures.
• Completes paperwork for all purchases as required, including bidding, purchase requests, placing orders, and receiving.
• Initiates payment and verification of all invoices.
• Works with fiscal office to remain in balance for budget as necessary.
• Verifies all staff paperwork is completed properly and filed on time.
• Collects statistical data from local libraries and regional staff as required and inputs data into appropriate databases.
• Assists local libraries in completing all paperwork required by regional or State Library.
• Works with local library directors, local government fiscal officers, and State Data Coordinator to complete annual data collection correctly and promptly.
• Assists the Regional Director in the creation of various documentation for reporting to local libraries or boards and State Library staff.
• Answers and routes all incoming phone calls or visitors to the regional center.
• Distributes mail or packages as appropriate to regional staff.
• Maintains general office equipment in the regional center, such as the fax machine and copiers/printers.
• Responsible for initiating building repair requests.
• Responsible for maintaining vehicles assigned to the region.
• Maintains regional inventory for equipment and completes surplus procedures.
• Provides secretarial/clerical support for the Regional Library.
• Performs other duties as assigned.

MinimumQualifications:

Education and Experience:

• Education equivalent to graduation from a standard high school, with preference for additional coursework in accounting or bookkeeping.
• Experience equivalent to three years of increasingly responsible full-time employment in office/clerical work including at least one year of bookkeeping/statistical experience, with preference given to employment in libraries.

Knowledge and Abilities:

• Must possess skills in the operation of a variety of computer software applications including Microsoft Word, Access, Excel, Adobe Acrobat, and other business applications.
• Understand and implement standard bookkeeping practices and procedures.
• Possess flexibility in accepting new responsibilities and learning new concepts for information processing and /or office procedures.
• Communicate effectively with diverse groups and individuals with strong interpersonal, verbal, and written skills.
• Strong organizational skills, including the ability to establish priorities, follow project timelines, and meet project deadlines.
• Possess strong attention to detail.
• Ability to maintain workflow with multiple interruptions.
• Ability to work unsupervised in a conscientious manner.
• Must be willing and able to work a flexible schedule and travel independently throughout the region and the state.
• Requires normal visual acuity and field of vision, hearing, and speaking.
• Must possess a good driving record and a valid driver’s license.
• Must exhibit the ability to be a positive influence within the region and while representing the region.
• Ability to work collegially as part of a team.
• Ability to work in an environment with books and materials that contain dust and other allergens.

Physical Requirements:

• Ability to move and lift materials of 20 pounds.
• Ability to stoop, bend, and lift to file and retrieve materials.
• Possess the ability to simultaneously utilize telephone and computer systems for extended periods.
• Possess the ability to sit for long periods.

Health Safety, and Collections Security

• Assist the organization in creating a safe and healthy work environment by working safely with the equipment provided.
• Follow instructions given for health and safety purposes and immediately report any unsafe working practices or hazardous working conditions.
• Take whatever measures are necessary to protect the collections from loss, mutilation, or theft.

Salary: $42,000 annually plus the State of Tennessee benefits package

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