Administrative Services Assistant Hybrid

Job Title: Administrative Secretary 1st shift
Pay Rate: $16.66/hr. on W2
Location: Nashville TN 37214
Duration: 12 months contract
Shift: 8 AM- 4:30 PM

Position Summary:
The Tennessee Corrections Institute is seeking a highly organized and detail-oriented Administrative Secretary to provide essential clerical and administrative support. This role is responsible for managing key documentation, scheduling meetings, preparing reports, and maintaining accurate records, particularly related to the Board of Control (BOC) operations. The successful candidate must demonstrate strong organizational skills, excellent attention to detail, and the ability to manage multiple responsibilities while maintaining confidentiality and professionalism.

Key Responsibilities:
Meeting Coordination & Documentation:
Schedule and manage all monthly and quarterly Board of Control (BOC) meetings using Microsoft Outlook and Teams.
Secure meeting locations and ensure proper setup and availability of necessary materials and technology.
Prepare, organize, and print all paperwork related to BOC meetings, including jail inspection reports, accreditation reports, and action plans.
Coordinate with the court reporter and provide meeting materials at least 14 days prior to each scheduled meeting.
Advertise meeting details to the public by submitting information to the webmaster in compliance with deadlines (15-30 days prior).

Document Preparation & Proofreading:
Review and proofread all memos, reports, and letters for accuracy, grammar, and formatting.
Collect and organize quarterly reports from Executive Leadership Team members; prepare color-coded packets for distribution at in-person meetings.

Administrative & Office Support:
Maintain and organize both digital and physical filing systems.
Record meetings and upload them to the cloud for secure storage and access.
Update shared calendars, track deadlines, and manage general office communications.
Enter data into agency databases with a high degree of accuracy.
Handle incoming calls, mail, and packages.
Perform general clerical duties such as copying, scanning, mailing, and office upkeep.

Qualifications:
Education: High school diploma or equivalent (required).
Experience: Prior experience in clerical, secretarial, or administrative roles preferred.

Technical Skills:
Proficiency in Microsoft Office (especially Word, Outlook, and Teams).
Comfortable with file management, data entry, and digital communication platforms.

Core Competencies:
Exceptional attention to detail, especially in proofreading.
Strong organizational and time-management skills.
Ability to work independently and manage multiple tasks effectively.
Discretion in handling sensitive or confidential information.
Strong written and verbal communication skills.

Work Environment & Schedule:
Standard office environment with occasional in-person meeting setups.
Flexibility may be required to accommodate special or emergency meetings.

Additional Requirements:
Compliance with Tennessee State Employee Drug-Free Workplace Policy.
Must pass a TBI/FBI background check and fingerprinting, including verification of criminal history, child abuse records, and employment references.