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Administrative Services Assistant (ASA 3)

InstantServe LLC

Nashville, TN

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JOB DETAILS
SALARY
SKILLS
Administrative Skills, Cisco ASA (Adaptive Security Appliance), Communication Skills, Contract Management, Cross-Functional, Detail Oriented, Federal Laws and Regulations, Food Delivery, Health Department, Interpret Regulations, Laptop PC, Maintain Compliance, Management of Information Systems/Technology (MIS), Microsoft Excel, Microsoft Office, Microsoft Outlook, Microsoft PowerPoint, Microsoft SharePoint, Microsoft Word, Nutrition, Online Banking, Organizational Skills, Presentation/Verbal Skills, Reporting Skills, Risk, Scripting (Scripting Languages), Social Media, State Laws and Regulations, Systems Administration/Management, Team Player, Time Management, United States Department of Agriculture (USDA), Vendor/Supplier Management, Willing to Travel, Writing Skills
LOCATION
Nashville, TN
POSTED
30+ days ago
Requisition ID: 65382

Position Title: Administrative Services Assistant (ASA 3)
Department: Tennessee Department of Health - Division of Family Health & Wellness (WIC / SNP Section)
Location: Hybrid - Nashville, TN
Duration: 03/15/2026 - 06/30/2026 (Renewable through 09/30/2026, funding dependent)
Submission Deadline: 03/03/2026
Pay rate: $25 w2/ hr
Position Overview

The Tennessee Department of Health is seeking a contract Administrative Services Assistant (ASA 3) to support the Supplemental Nutrition Program (SNP) within the WIC Section. This role provides direct administrative and programmatic support to the Section Chief, Program Directors, State WIC Vendor Manager, and other program staff. Responsibilities include vendor management support, compliance coordination, reporting, system administration, and training support.
Key Responsibilities
  • Assist the State WIC Vendor Manager with reviewing and approving vendor applications submitted by regional staff
  • Interpret federal regulations and state rules to ensure procedural compliance
  • Utilize the WICConnect (EBT processor online banking system) to:
    • Investigate transaction issues
    • Reset passwords and create user accounts
    • Generate system reports
  • Generate data reports from various systems as requested
  • Create Compliance and Education accounts and issue benefits within the TNWIC MIS
  • Assign and track high-risk vendors for compliance investigations; review reports and notify appropriate staff
  • Monitor social media platforms for potential WIC-related fraud (e.g., infant formula resale)
  • Draft scripts and assist with recording training videos for Vendor Management staff
  • Support federally required annual vendor data submissions via USDA Food Delivery Portal (FDP)
  • Review quarterly pricing reports submitted by regional staff
  • Maintain and revise REDCap forms used for Vendor Management data tracking
  • Participate in Vendor Management meetings and initiatives
Required Qualifications
  • Associate's degree AND one (1) year of increasingly responsible full-time administrative experience
    (Relevant professional or paraprofessional experience may substitute for education)
Desired Skills
  • Strong written and verbal communication skills
  • Detail-oriented and highly organized
  • Ability to work independently with minimal supervision
  • Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook, SharePoint)
  • Ability to collaborate effectively with cross-functional teams
Work Environment
  • Hybrid position with quarterly required in-person attendance in Nashville, TN
  • First day onsite required for laptop deployment and orientation
  • Travel to TN DOH Central Office is non-reimbursable
  • Schedule: Monday-Friday | 8:00 AM - 4:30 PM CST (37.5 hours/week)

About the Company

I

InstantServe LLC

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