Administrative Assistant and Office Coordinator in Nashville, Tennessee at Tennessee Housing Development Agency

This position requires you to be in the office Monday - Friday.

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: Provides administrative support to the Chief Financial Officer (CFO) as well as various other agency duties such as, but not limited to, payment card coordination, agency motor vehicle upkeep, answering a multi-line phone, and agency mail coordination.

ESSENTIAL DUTIES AND RESPONSIBILITIES
Essential duties and responsibilities include the following. Other duties may be assigned.
• Provides administrative support to the Chief Financial Officer (CFO).
• Serves as THDA Payment Card Coordinator, ensuring that payment card use throughout THDA complies with policies and procedures established by Tennessee's Department of Finance and Administration (F&A).
• Answers multi-line telephone system determines caller's needs and routes to the appropriate person and promptly retrieves and forwards messages from the answering machine and the toll-free line.
• Processes mail including overnight special delivery mail, metered mail machine and courier requests.
• Full knowledge of Avaza interpretation and translation service.
• Forwards facsimile e-mails to appropriate recipients in a timely manner.
• Stays knowledgeable of all Agency programs to direct inquiries accurately.
• Performs all agency wide duties associated with MVM.
• Performs all duties surrounding agency employee parking.
• Performs in office support such as visitor retrieval, courier requests.
• Orders and distributes agency breakroom and copier supplies.
• Maintains and updates resource information to use when responding to caller or visitor inquiries.
• Assists with Agency Grant Purchase Orders when necessary.

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 plus post high school coursework or relevant certifications.
• Four years related experience as an administrative assistant or equivalent.
• Minimum of two years of successful receptionist experience and/or call center experience preferred.

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:
• 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.
• 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.

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.
• Current, valid driver's license from domicile state and the ability to drive.
• Occasional in-state and out-of-state travel.
• 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.