ADMINISTRATIVE SERVICES ASSISTANT 4 - 10312025-72701

Job Information

LOCATION OF (1) POSITION(S) TO BE FILLED: DEPARTMENT OF MENTAL HEALTH & SUBSTANCE ABUSE SERVICES, ADMINISTRATIVE SERVICES DIVISION, DAVIDSON COUNTY

This position is for a Helpline Advocate. The Helpline Advocates manage an average of 250 cases per month, and each case can take anywhere from one phone call to two weeks of back-and-forth assistance. They respond to requests from State legislators offices and the governor's office within one business day. They manage quality of care complaints and coordinate with outside agencies to investigate. The Helpline Advocates represent the Department and provide compassionate and competent customer service, sometimes to individuals who are highly distraught. The Helpline Advocates regularly explain policies and procedures regarding HIPAA, the State mental health institutes, laws around conservatorship, information about the Behavioral Health Safety Net, and other programs to callers unfamiliar with the behavioral health system. In addition, the Helpline Advocates provide administrative assistance to various peer programs.

This position is remote.

This position requires a criminal background check. Therefore, you may be required to provide information about your criminal history in order to be considered for this position.

Working Title: Helpline Advocate

Qualifications

Necessary Special Qualifications: None.

Overview

Under general supervision, performs professional staff administrative work of considerable difficulty in support of line operations; and performs related work as required. Incumbents in this class function at the lead level and may supervise subordinate staff. This work involves considerable participation in developing, implementing and evaluating policies and procedures having significant impact on a department as a whole or a segment of the public. This class differs from that of Admin Services Assistant 3 in that incumbents of the latter function at the advanced working level and perform duties with less scope and impact in the areas of policy development, fiscal control, and personal contacts. This class differs from that of Admin Services Assistant 5 in that incumbents of the latter independently perform very complex administrative services duties having broad scope and impact and often independently manage fiscal services and budgetary activities of greater size and complexity.

Responsibilities

1. Independently develops policies and procedures for implementing new or modifying existing administrative services programs and activities.
2. Oversees a program function such as fiscal services, budgeting, grants administration, contract management and administration, procurement, property administration, space planning and management, personnel, stores, records management, mail, printing, public information, and general research with independent control over grants and/or contracts of significant complexity and monetary value.
3. May supervise staff, write job plans, and conduct performance evaluations. Makes recommendations on staff employment, retention, promotion, demotion, and other human resources actions.
4. Serves as a liaison between the agency and officials, administrators, legal, technical, and business professionals, and the general public in order to explain, interpret, and enforce pertinent laws, regulations, policies, and procedures.
5. Prepares and reviews operating budgets to determine agency needs. Conducts grant administration and monitoring to ensure compliance with grant requirements.
6. Maintains agency records based on established guidelines. Communicates managerial directives to program operations to ensure their enforcement.
7. Performs human resources administration in one or more of the following areas: employee relations, EEO, recruitment, employee development, and training. May act as the Administrative Services Officer or the Assistant Administrative Services Officer based on the complexity of the administrative services operation and the size of the agency.
8. Conducts research in one or more of the following areas to obtain relevant information: fiscal, economic, non-technical legal, legislative, and publications.

Competencies (KSA's)

Competencies:

1. Values Differences
2. Manages Ambiguity
3. Interpersonal Savvy
4. Instills Trust
5. Plans and Aligns

Knowledges:

1. Administrative and Management
2. Economics and Accounting
3. Law and Government
4. Customer and Personal Service
5. Personnel and Human Resources

Skills:

1. Active Learning and Listening
2. Complex Problem Solving
3. Management of Financial Resources
4. Management of Material Resources
5. Management of Personnel Resources

Abilities:

1. Deductive Reasoning
2. Inductive Reasoning
3. Problem Sensitivity
4. Selective Attention
5. Written Comprehension

Tools & Equipment

1. Personal Computer
2. Telephone
3. Copy Machine
4. Scanner
5. Calculator

TN Driver Standards

State of Tennessee positions that may involve driving responsibilities require candidates to meet the following minimum driver qualifications:

• A valid driver's license
• For the past five years, the candidate's driver record must not have record of the following violations: driving under the influence (DUI), reckless driving, license suspension for moving violations, more than 4 moving violations.

Please include your Driver's License Information under the Licenses and Certifications section of your application.

**Agencies may allow an exception based on other factors.