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Administrative Specialist

Organization: Tennessee Department of State
Library for Accessible Books and Media

Supervisor: Director of Library for Accessible Books and Media (LABM)

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.

Position Overview

The Administrative Specialist for LABM provides assistance to its director and staff, supporting the ongoing work of the Tennessee State Library & Archives. The role is aligned with the mission to deliver high-quality, efficient service.

Responsibilities

1. Provide clerical support for the LABM Department.
2. Complete paperwork for all purchases, including bidding, purchase requests, placing orders, and receiving.
3. Initiate payments and verify all invoices.
4. Generate and reconcile monthly revenue and expense reports; assist in maintaining a balanced budget.
5. Verify staff paperwork is completed properly and filed on time.
6. Assist staff with travel arrangements.
7. Maintain inventory of department equipment and supplies.
8. Collect statistical data for reports.
9. Collaborate with the Director on data collection and reporting.
10. Assist in creating documentation for reporting to leadership.
11. Manage incoming calls and direct them appropriately.
12. Participate in building-wide committees as authorized.
13. Collaborate on projects and perform other duties as assigned.

Minimum Qualifications

Education and Experience:

• Bachelor’s degree from an accredited institution.
• At least three years of responsible office/clerical work, including one year of bookkeeping/statistics, preferably in a library setting.

Knowledge and Skills:

• Proficiency in Microsoft Word, Excel, Adobe Acrobat, and other business software.
• Knowledge of bookkeeping practices.
• Flexibility and willingness to learn new responsibilities.
• Effective communication skills, both verbal and written.
• Strong organizational and attention to detail.
• Ability to manage workflow amidst interruptions.
• Ability to work independently and as part of a team.
• Comfort working in an environment with dust and allergens.

Health, Safety, and Security

• Ability to use telephone and computer systems for extended periods.
• Ability to sit for long durations.
• Commitment to maintaining a safe work environment.
• Follow safety instructions and report hazards.
• Protect collections from loss or theft.

Salary

$42,000 annually plus benefits.