Tennessee Housing Development Agency

Operations Administrative Support Specialist

Tennessee Housing Development Agency

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Job Summary

OPERATIONS ADMINISTRATIVE SUPPORT SPECIALIST

APPLICATION DEADLINE IS TUESDAY, AUGUST 17, 2021 AT 11:59PM

Division:  Operations
Reports to: Operations Programs Manager
Location: Nashville, TN
Full-time/Part-time: Full-time
Salary Grade: 29
Monthly Salary Range Minimum: $3,206
FLSA Classification: Non-exempt (01)

Critical features of this job are described under the headings below. They may be subject to change due to changes in our business processes or other business-related reasons.

POSITION SUMMARY:  Assists with Management and Administration of Delegated Authorities and Insurance policies. Assists with Grant Purchase Order entry and approval.  Answers the main phone lines for THDA. Processes mail, and orders agency breakroom and copier supplies and performs other administrative duties as assigned.

Job Responsibilities

ESSENTIAL DUTIES AND RESPONSIBILITIES

Essential duties and responsibilities include the following. Other duties may be assigned.

  • Assist with organizing grant payment documents for processing
  • Assist with administrative tasks associated with DGA/DA and other grant related forms and contracts
  • Assist with the collection of DGA/DA and other grant related forms and contracts from program divisions
  • Monitor balances of existing DGA/DA’s
  • Assist in the organization of submission packets for DGA/DA’s
  • Assist with additional administrative tasks related to the aforementioned new, and existing, programs per the guidance of the Operations Program Manager
  • Processes mail including overnight special delivery mail, metered mail machine and courier requests
  • Answers multi-line telephone system, determines caller’s needs and routes to the appropriate person.
  • Promptly retrieves and forwards messages from the answering machine and the toll-free line.
  • Orders and distributes agency breakroom and copier supplies.
  • Forwards facsimile e-mails to appropriate recipients in a timely manner.
  • Stays knowledgeable of organizational programs to direct inquiries accurately.
  • Checks lobby and reception area conference room daily for order and cleanliness, straightening as needed.
  • Organizes periodical dissemination.
  • Maintains and updates resource information to use in responding to caller or visitor inquiries.

Qualifications

MINIMUM QUALIFICATIONS

The requirements listed below are representative of the knowledge, skills, and/or abilities required.

Education and Experience:

  • High school diploma or equivalent GED.
  • Professional office experience.
  • Minimum of two years’ of successful receptionist experience and/or call center experience.

The above qualifications express the minimum standards of education and/or experience for this position. Other combinations of education and experience, if evaluated as equivalent, may be taken into consideration.

Knowledge, Skills, Abilities, and Competencies:

  • Excellent telephone etiquette.
  • Strong interpersonal skills; excellent customer service skills.
  • Strong verbal and written communication skills.
  • Ability to accurately enter information into electronic systems.
  • Builds and maintains positive relationships with internal and external constituents.
  • Exercises good and consistently fair judgment, courtesy, and tact in dealing with the staff and public in giving and obtaining information.
  • Maintains high level of confidentiality.
  • Ability to coordinate multiple activities effectively.
  • Manages time effectively; consistently meets deadlines.
  • Documents regularly, thoroughly, accurately, and completely.
  • Skilled in operating basic office equipment.
  • Computer literate; proficient in Microsoft Word, Excel, Outlook, and the internet; able to effectively adapt to and use other computer systems as needed for daily activities.

Special Demands:

The special demands described here are representative of those that must be met by a staff member to successfully perform the essential functions of this job.

  • Ability to hear and speak on a telephone.
  • Ability to use a telephone headset for extended periods of time.
  • While performing the duties of this job, the employee is regularly required to sit; stand; use hands to finger, handle or feel; and talk and hear.
  • The employee is occasionally required to walk; reach with hands and arms, and stoop, kneel, or crouch.
  • Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust focus.

State of Tennessee positions that may involve driving responsibilities require candidates to meet the following minimum driver qualifications:

  • A valid driver’s license
  • For the past five years, the candidate’s driving record must not have record of the following violations: driving under the influence (DUI), reckless driving, license suspension for moving violations, more than 4 moving violations

Additional Information

Benefits

BENEFITS:  THDA offers an excellent benefits package:  medical, dental, vision, and life insurance options; disability insurance; retirement plans; flexible benefit pre-tax accounts for medical, dependent care, transportation, and parking; annual leave and sick leave that begin accruing after the first month of employment; and 11 paid holidays per year.  We also offer work-life balance opportunities through alternative work schedules, flexible schedules, and telecommuting.

How to Apply

EQUAL OPPORTUNITY/EQUAL ACCESS/AFFIRMATIVE ACTION EMPLOYER

APPLICATION MUST BE COMPLETE AND RESUME ATTACHED FOR CONSIDERATION

PLEASE VISIT OUR WEBSITE AT WWW.THDA.ORG AND FOLLOW THE ONLINE APPLICATION INSTRUCTIONS

Details

  • Date Posted: August 5, 2021
  • Type: Full-Time
  • Job Function: Administrative
  • Service Area: Government
  • Salary Range: $3,206