Administrative Specialist - TSLA
About this role
Tennessee Department of State
Tennessee State Library & Archives
Preservation and Digital Services
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: Director of Preservation and Digital Services
The Administrative Specialist for Preservation and Digital Services provides assistance to the director and staff and supports the ongoing work of the Tennessee State Library & Archives. The Administrative Specialist must strive to fulfill the mission of the Office of the Secretary of State.
Duties/Responsibilities:
- Provides clerical support for the Preservation and Digital Services section.
- Completes paperwork for all purchases as required, including bidding, purchase requests, placing orders, and receiving.
- Initiates payment and verification of all invoices.
- Generates and reconciles various monthly revenue and expense reports and works with the director to maintain and ensure a balanced budget.
- Verifies all staff paperwork is completed properly and filed on time.
- Assists staff with making travel arrangements.
- Keeps and maintains inventory of department equipment and supplies for staff and programs.
- Collects statistical data from staff inputs it into appropriate spreadsheets for monthly, quarterly, and annual reports.
- Deposits revenue from patron orders and inputs data into appropriate spreadsheets for monthly and quarterly reports.
- Works with the director to complete annual data collection correctly and promptly.
- Assists director in creation of various documentation for reporting to Administrative Leadership.
- Answers and routes all incoming phone calls to appropriate staff.
- Collaborates with staff on a variety of project assignments and performs other duties as assigned.
Minimum Qualifications:
Education and Experience:
- Education equivalent to graduation from an accredited college or university with a bachelor’s degree.
- 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.
- 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.
- 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.
- Possess ability to simultaneously utilize telephone and computer system for extended periods.
- Possess ability to sit for long periods.
- Assist the organization to create a safe and healthy work environment by working safely with the equipment provided.
- Follow instructions given for health and safety purposes and immediately reporting any unsafe working practices or hazardous working conditions.
- Take whatever measures are necessary to protect the collections from loss, mutilation or theft.
Company at a glance
Tre Hargett was elected by the Tennessee General Assembly to serve as Tennessee’s 37th secretary of state in 2009 and re-elected in 2013, 2017, 2021, and 2025. Secretary Hargett is the chief executive officer of the Department of State with oversight of more than 300 employees. He also serves on 16 boards and commissions, on two of which he is the presiding member. The services and oversight found in the Secretary of State's office reach every department and agency in state government.
Accuracy, cost-effectiveness and accountability drive every decision within the department. Secretary Hargett places a premium on customer service while leveraging technology to create efficiencies that benefit taxpayers with a customer-centered approach to state government. These factors and more are reasons why the Tennessee Department of State has been designated by the Tennessean a Top Workplace in 2019 and 2020.
The Secretary of State’s office is responsible for keeping a register of the official acts and proceedings of the governor and providing those records to the General Assembly. It also must keep track of all acts and resolutions adopted by the General Assembly and all state administrative rules and regulations.
The office also collects and maintains other business records for the state, including corporate charters, annual report, trademarks and the execution of notary commissions.
Divisions include the Division of Administrative Procedures, Division of Business and Charitable Organizations, Division of Elections, Division of Publications, Division of Records Management, and the Tennessee State Library and Archives.
Top Benefits
- State of Tennessee benefits package
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