Administrative Secretary

Quality Staffing, Inc., also doing business as Goddard Mason Executive Search, a leading full-service employment agency matching qualified talent with some of the area's top companies, is looking for an experienced Administrative Services Assistant/Secretary to work through our agency as a contract employee with the Tennessee Corrections Institute (TN CI) located in Nashville, TN. This is a hybrid position working from 8:00 am to 4:30 pm Monday through Friday for a total of 37.5 hours per week. The pay rate for this position is $18.50 per hour.

Administrative Secretary Job Overview:

The Tennessee Corrections Institute is seeking a detail-oriented Administrative Secretary to provide clerical and administrative support. This position will manage documents, schedule meetings, handle correspondence and maintain records. The ideal candidate will have strong organizational skills, basic computer proficiency, and the ability to manage multiple tasks efficiently.

Administrative Secretary Job Responsibilities will include:

• Receiving, organizing, printing, and collating paperwork for monthly and quarterly Board of Control (BOC) meetings, including jail inspection reports, plan of action reports, accreditation reports, and employment waiver reports.
• Scheduling all BOC meetings monthly and quarterly as appropriate, ensuring meeting dates are confirmed at least three months in advance and entered into the MS Outlook Calendar and MS Teams.
• Securing meeting locations for all scheduled BOC meetings no later than 60 days prior to each meeting date and ensuring the meeting rooms are properly set up with all necessary materials and equipment.
• Advertising all BOC meetings to the public by submitting meeting details to the webmaster at least 30 days in advance, but no later than 15 days in advance of the meeting.
• Preparing all necessary paperwork for in-person BOC meetings, including collecting quarterly reports from all Executive Leadership Team members, reviewing them for spelling, formatting, and grammatical errors, and organizing the documents in color-coded packets for ease of review.
• Ensuring all meeting requests and invitations are sent out using the MS Outlook Calendar Function and MS Teams, with notifications sent at least 30 days in advance for regular meetings and 7 days in advance for special or emergency meetings.
• Coordinating with the court reporter to confirm their attendance at least 14 days before each meeting, and ensuring they have all necessary materials in advance.
• Collecting, reviewing, and organizing all paperwork related to plans of action, inspections, and other documentation at least 14 days prior to each meeting, ensuring all documents are accounted for and prepared for discussion.
• Monitoring all timelines related to BOC meetings, ensuring every task is completed on or before the required deadlines to prevent any delays or disruptions.
• Proofreading memos, reports, and letters for spelling, grammatical, and formatting errors.
• Scanning, filing, and maintaining both physical and digital records.
• Answering low-volume phone calls.
• Scheduling meetings and appointments using Microsoft Outlook and Teams.
• Recording meetings and uploading them to the cloud.
• Updating a shared office calendar and tracking important deadlines.
• Entering data into agency databases and verifying accuracy.
• Printing and making copies of reports and forms.
• Addressing and sending out mail and packages.
• Assisting with general office support tasks as needed.

Job Requirements

Minimum Security Clearance:

No Clearance

Education and Qualifications Needed for Administrative Secretary position:

• High school diploma or equivalent.
• Prior clerical, secretarial, or office support experience preferred.
• Intermediate proficiency in Microsoft Office (Word, Outlook, Teams).
• Very strong attention to detail and ability to proofread documents.
• Strong organizational and time management skills.
• Ability to handle confidential information with discretion.
• Ability to work independently and support management as needed.

Hybrid Schedule and Work Location for Administrative Secretary position:

• This position is a hybrid role requiring three (3) days in the office in the Donelson area of Nashville and two (2) days per week working remotely.
• Standard working hours are 8:00 am to 4:30 pm, but candidate can also work 7:30 am to 4:00 pm or 8:30 am to 5:00 pm.
• Candidate will be provided state computer, email address, and telephone number.
• Some travel required to Murfreesboro, Franklin, and Lebanon once a quarter for Board Meetings; mileage will be reimbursed.

Benefits Include:

• Weekly Pay/Comparable Wages
• Major Medical Insurance
• Indemnity Medical, Dental and Vision Insurance
• Term Life Insurance and Short-Term Disability

Interested? Here is how to apply:

• Visit our website at:
• Click on "Apply Now" and complete the process.
• Follow up with a phone text to , Quality Staffing's TN Recruiter.
• Please text your first & last name, your email address, and job Admin Secretary, Nashville.
• This job closes on 5/9/25 (or when the position is filled) and will no longer accept resumes after this date.

Quality Staffing, Inc. and our subsidiaries are equal opportunity employers and consider all qualified applicants equally without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran status, or disability status.