ADMINISTRATIVE SECRETARY - 05192026-77770
Davidson County, TN
Full-time
Remote
1 month ago
About the role
Work Activities
Job Information
State of Tennessee Job Information
Opening Date/Time:05/19/2026 12:00AM Central TimeClosing Date/Time05/25/2026 11:59PM Central Time
Salary (Monthly):$3,229.00 - $4,041.00
Salary (Annually):$38,748.00 - $48,492.00
Job Type:Full-Time
City, State Location:Nashville, TNDepartmentDisability and Aging (DDA)
LOCATION OF (1) POSITION(S) TO BE FILLED: DEPARTMENT OF DISABILITY AND AGING (DDA), DAVIDSON COUNTY
A Motor Vehicle Records screening will be conducted prior to employment.
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.
Qualifications
Education and Experience: Education equivalent to graduation from a standard high school and experience equivalent to two years of increasingly responsible full-time secretarial or office clerical work.
OR
Qualifying full-time secretarial or office clerical experience may be substituted for the required education on a year-for-year basis; additional qualifying education at an accredited college, business school or technical institute in secretarial science may be substituted for the required experience on a year-for-year basis to a maximum of two years.
Necessary Special Qualifications: Applicants for this class may be required to:
Overview
The Admin Services Assistant is responsible for the following:
Responsibilities
Competencies (KSA's)
Competencies
Knowledge
Skills
Abilities
Tools & Equipment
Job Information
State of Tennessee Job Information
Opening Date/Time:05/19/2026 12:00AM Central TimeClosing Date/Time05/25/2026 11:59PM Central Time
Salary (Monthly):$3,229.00 - $4,041.00
Salary (Annually):$38,748.00 - $48,492.00
Job Type:Full-Time
City, State Location:Nashville, TNDepartmentDisability and Aging (DDA)
LOCATION OF (1) POSITION(S) TO BE FILLED: DEPARTMENT OF DISABILITY AND AGING (DDA), DAVIDSON COUNTY
A Motor Vehicle Records screening will be conducted prior to employment.
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.
Qualifications
Education and Experience: Education equivalent to graduation from a standard high school and experience equivalent to two years of increasingly responsible full-time secretarial or office clerical work.
OR
Qualifying full-time secretarial or office clerical experience may be substituted for the required education on a year-for-year basis; additional qualifying education at an accredited college, business school or technical institute in secretarial science may be substituted for the required experience on a year-for-year basis to a maximum of two years.
Necessary Special Qualifications: Applicants for this class may be required to:
- Complete a criminal history disclosure form in a manner approved by the appointing authority.
- Agree to release all records involving their criminal history to the appointing authority.
- Supply a fingerprint sample prescribed by the TBI based criminal history records clerk.
Overview
The Admin Services Assistant is responsible for the following:
- Serve as the initial point of contact for the Innovation Center, greeting visitors, clients, and families, and providing a professional and welcoming first impression.
- Answer, screen, and direct incoming calls, providing a general overview of DDA services and answering routine inquiries.
- Manage the front desk, ensuring the reception area and common spaces are organized and presentable.
- Receive, sort, and distribute daily mail and deliveries.
- Escalate quality related concerns to appropriate personnel.
- Supports implementation of new systems or tools to enhance person-centered services.
- Ensures timely and professional responses to patient complaints or issues.
- Adheres to all HIPPA, OSHA and other regulatory requirements.
- Manage the complete enrollment and intake process for new clients, ensuring all required documentation is complete, accurate, and collected in a timely manner.
- Perform accurate and timely data entry of all client intake paperwork and demographic information into the Electronic Medical Record (EMR) system.
- Maintain and update all client files, both physical and digital, ensuring compliance with HIPAA and organizational record-keeping policies.
- Prepare client files for clinician and fabricator review prior to appointments.
- Implements billing compliance standards to ensure that necessary eligibility is confirmed and tracking of billing documentation is available for billing team.
- Ensures data entry accuracy and assists in preparing reports for audits, inspections and internal reviews.
Responsibilities
- Schedule and confirm client appointments for both in-center and mobile (mobile clinic) services, optimizing clinician and fabricator schedules for efficiency.
- Collaborate closely with clinicians and the fabrication team and DME vendors regarding appointments and shop work.
- Perform pre-authorization and initial insurance eligibility checks and assist with the collection and organization of necessary documentation.
- Manage the mobile clinic calendar and coordinate logistics for off-site appointments as needed.
- Monitor and maintain office and clinic supplies, place orders as approved.
- Process paperwork for office expenditures and assist with basic bookkeeping tasks.
- Lead weekly administrative meetings to coordinate schedules, discuss operational needs, and ensure clear communication among office staff, clinicians, and fabricators.
- Provide general administrative support to clinical and fabrication staff as needed.
Competencies (KSA's)
Competencies
- Manages Ambiguity
- Manages Complexity
- Action Oriented
- Plans and Aligns
- Resourcefulness
Knowledge
- Clerical
- Customer and Personal Service
Skills
- Active Learning and Listening
- Speaking
- Reading Comprehension
- Service Orientation
- Time Management
Abilities
- Written Comprehension
- Speech Recognition
Tools & Equipment
- Personal Computer
- Telephone
- Copy Machine
- Scanner
- Calculator
Skills
AdministrativeGovernment Administration