Administrative Specialist – TSLA Administration

• Provides clerical support for the State Librarian and Archivist and the Tennessee State Library & Archives Administrative Leadership section as needed.  
• Completes paperwork for all purchases as required, including bidding, purchase requests, placing orders, and receiving. 
• Initiates payment and verification of all invoices as needed.  
• Generates and reconciles various monthly revenue and expense reports and works with the leadership to maintain and ensure a balanced budget. 
• Verifies all staff paperwork is completed properly and filed on time. 
• Assists staff with making travel arrangements. 
• Keeps and maintains inventory of department equipment and supplies for staff and programs.
• Collects statistical data from staff, and inputs it into appropriate spreadsheets for monthly, quarterly, and annual reports. 
• Works with the State Librarian & Archivist to complete annual data collection correctly and promptly. 
• Assists in creation of various documentation for reporting to Administrative Leadership. 
• Answers and routes all incoming phone calls to appropriate staff. 
• Collaborates with staff on a variety of project assignments and performs other duties as assigned.  

• Education equivalent to graduation from an accredited college or university with a bachelor’s degree. 
• Experience equivalent to three years of increasingly responsible full-time employment in office/clerical work including at least one year of bookkeeping/statistical experience.

• Must possess skills in the operation of a variety of computer software applications including Microsoft Word, Access, Excel, Adobe Acrobat and other business applications. 
• Understand and implement standard bookkeeping practices and procedures. 
• Possess flexibility in accepting new responsibilities and learning new concepts for information processing and /or office procedures. 
• Communicate effectively with diverse groups and individuals with strong interpersonal, verbal and written skills. 
• Strong organizational skills, including the ability to establish priorities, follow project timelines and meet project deadlines. 
• Possess strong attention to detail. 
• Ability to maintain workflow with multiple interruptions. 
• Ability to work unsupervised in a conscientious manner. 
• Ability to work collegially as part of a team. 
• Ability to work in an environment with books and materials that contain dust and other allergens. 

• Possess ability to simultaneously utilize telephone and computer system for extended periods. 
• Possess ability to sit for long periods. 
• Assist the organization to create a safe and healthy work environment by working safely with the equipment provided. 
• Follow instructions given for health and safety purposes and immediately reporting any unsafe working practices or hazardous working conditions. 
• Take whatever measures are necessary to protect the collections from loss, mutilation or theft. 

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