ADMINISTRATIVE SECRETARY - 08052025-70137

Job Information

LOCATION OF (1) POSITION(S) TO BE FILLED: TENNESSEE WILDLIFE RESOURCES AGENCY, PUBLIC RELATIONS DIVISION, DAVIDSON COUNTY

Working Title: Mail Clerk

This is an on-site position.

Qualifications

Education and Experience: Education equivalent to graduation from a standard high school and experience equivalent to two years of increasingly responsible full-time secretarial or office clerical work.

Necessary Special Qualifications: Applicants for this class may be required to:

1. Complete a criminal history disclosure form in a manner approved by the appointing authority;
2. Agree to release all records involving their criminal history to the appointing authority;
3. Supply a fingerprint sample prescribed by the TBI based criminal history records clerk.

Overview

Under general supervision, is responsible for secretarial work of average difficulty; and performs related work as required. This is the highest class in the general secretary sub-series. An employee in this class applies secretarial science techniques to assist an executive in the management of time and in the handling of administrative detail. This class differs from Secretary in that an incumbent of the latter performs work of less scope and complexity and has less responsibility for records and reports. This class differs from those in the Executive Secretary class in that incumbents of the latter have greater responsibility in areas of interpretation and enforcement of secretarial procedures, personal contacts, application of the theory and practice of secretarial science at an advanced level, and performance work of greater scope and complexity.

Responsibilities

The majority of the job duties and/or responsibilities will pertain to the agencies mailroom, which will require the following:

1. Pick-up and distribute mail daily from post offices, other state agencies, and within TWRA offices.
2. Load mail into postal handling equipment such as trays, tubs, carts, state vehicle for further pick up or processing.
3. Be able to lift a variety of boxes/packages (at least 35 lbs.) that are being delivered or ready for shipping and utilize two wheelers/carts.
4. Performs mail procedures related to printing postage, checking addresses, postage, date, sealing, packing and meter readings for pick-up, delivery and further processing. Keep accurate records of incoming and outgoing mail and packages through a computer system.
5. Performs a variety of routine clerical functions such as compiling/assembling information for dissemination. Types a variety of material of narrative, tabular, statistical and other nature including correspondence, memoranda, abstracts, articles, business, case, legal, medical, and other items.
6. Keep accurate records of incoming and outgoing mail and packages through a computer system.
7. Answers questions to provide assistance and direction regarding policies, procedures, and agency information.
8. Contacts outside agencies for reference data to ensure accuracy of settlements; researches past purchase orders, contracts, and other items as requested; and contacts vendors for price quotes.
9. Audits employee time sheets and business relevant documents for accuracy and completeness.
10. Monitors reports and databases, employee requisition lists for hiring process, outstanding purchasing and requisition orders, inventory levels of standard office supplies, and office equipment.
11. Communicates by telephone, e-mail, or personal contact. Provides polite and effective customer service to all individuals that contact the agency.

Competencies (KSA's)

Competencies:

1. Manages Ambiguity
2. Manages Complexity
3. Action Oriented
4. Plans and Aligns
5. Resourcefulness

Knowledge:

1. Clerical
2. Customer and Personal Service

1. Active Learning and Listening
2. Speaking
3. Reading Comprehension
4. Service Orientation
5. Time Management

1. Written Comprehension
2. Speech Recognition

Tools & Equipment

1. Personal Computer
2. Telephone
3. Copy Machine
4. Scanner
5. Calculator

TN Driver Standards

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 driver 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.

Please include your Driver's License Information under the Licenses and Certifications section of your application.

**Agencies may allow an exception based on other factors.