Administrative Services Assistant

Job id:

Department: TN CI

Position: Administrative Services Assistant

Location: 279D Stewarts Ferry Pike Nashville TN 37214

Duration: 12 Months

Expected Hours: 40 per week

Schedule: 8hour shift

Title: ASA of Finance & Logistics

Department: Tennessee Corrections Institute Administration and Budget Division

• This position involves a hybrid of remote and onsite work. Specific work locations include the agencys central office and occasional visits to East and West offices.
• Hybrid schedule 4 days in office and 1 day at home each week.

Job Overview:

• We are seeking a dedicated ASA of Finance & Logistics to support our Director of Administration and Budget Director.
• This role is crucial for managing TCIs financial operations including grants expenses invoicing and vendor management.
• The ideal candidate will be detailoriented adept at financial reporting and capable of multitasking in a dynamic environment.

Responsibilities:

• Grant Management: Assist with administering TCIs grant program including reviewing applications editing preparing contracts routing for signatures and tracking progress in our database. Process reimbursement invoices and annual reports. (No grant writing expected.)
• Financial Tracking and Reporting: Maintain accurate records of agency expenses conduct audits and provide monthly summary reports to management.
• Invoice Processing: Support the Budget Director by processing invoices and auditing financial records to ensure accuracy.
• Expenditure Reporting: Manage and maintain an annual countybycounty expenditure report to track and analyze financial data.
• Vendor Management: Assist the Event Coordinator with vendor communications invoice creation payment tracking and deposit making.
• Inventory Coordination: Oversee agency inventory at the central office and coordinate inventory management at East and West offices.
• Executive Assistance: Function as the executive assistant to the Director of Administration managing administrative tasks and supporting daytoday operations.

Qualifications:

• Bachelors degree in finance Accounting Business Administration or a related field preferred but not necessary if candidate has at least 5 years of experience handling the responsibilities above.
• Proven experience in financial management grants management or a similar role.
• Strong proficiency in financial software and Microsoft Office Suite particularly Excel.
• Excellent organizational time management and analytical skills.
• Strong communication skills and the ability to handle multiple tasks simultaneously in a fastpaced environment.
• Experience in public administration or working with government agencies is highly advantageous.