Administrative Services Manager

Administrative Services Manager

[Nashville, TN, 37236] |   2024-03-06 09:24:01

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Job Code : 2024-MY3TECH0480

Job: Administrative Services Manager

Location : 505 Deaderick Street Suite 400 James K. Polk Bldg.   Nashville,  Tennessee    37243-0000

Duration:- Long term

Proficiency with building, updating, and maintaining spreadsheets, presentation software, and working efficiently in multiple data bases. Providing technical support to field staff and serving as system administrator.  Maintaining system support tables as required, reviewing data entries and performing quality control to ensure data accuracy.  Processing weekly payroll and equipment data uploads to the accounting system and making necessary adjustments to records to facilitate data integrity.  Payroll/equipment uploads are occasionally required to be performed on a weekend or holiday.  Coordination with other state agencies to support claims adjustment and audit reviews.  Performing ad-hoc queries to satisfy media and legal requests.  Assisting with providing training to end users.  Schedule management, note-taking, email organization and distribution skills. Using Excel to track actions on incoming/outgoing correspondence, both paper and electronic. Strong verbal and written communication skills, with the ability to send clear, concise emails and respond in a timely manner. Be flexible and adaptable to changing work demands/tasks. Organization and attention to detail required. Utilize good time management, note- taking, email organization and distribution skills. Fax, FedEx, Certified Mail, Print. Timely and Efficiently process and upload documents, alert necessary staff. Attend staff meetings and participate in discussions. Required to maintain confidentiality and security of documents.

Administrative (A)

Database and Application Support

•             Provide technical support to regional operations staff

•             Provide end user training on existing applications and associated reports

•             Serve as system administrator for existing application(s) and perform the following tasks:

o             Maintain system support tables

o             Review end user data entries and perform quality control to ensure data accuracy

o             Approve application security requests, assign proper security access based on duties to be performed by user

o             Process weekly payroll and monthly equipment data uploads as required

•             Support the development of data marts and dashboards

•             Provide support for the replacement of existing MMS application

•             Provide support for the development of annual budgets in MMS

•             Coordinate with Call Center on daily operations for managing work requests from multiple sources

•             Coordinate with TDOT Legal Office to ensure that data is properly documented to support the adjustment of damage claims submitted to the Dept of Treasury

•             Coordinate with the Comptroller of the Treasury’s audit team on annual audits of salt and pipe stockpiles and assist regional operations staff to ensure compliance with audit processes

•             Provide reports or data from existing applications to satisfy ad-hoc requests for information (i.e. – media requests, legal requests, environmental reviews, etc.)

•             Assist with providing end user training for new and existing applications

•             Serve as system administrator for new and existing applications

Desired Skills

•             Strong Organizational skills

•             Strong written and verbal communication skills

•             Ability to work in a matrix organization to accomplish agency goals

•             Proficient with Microsoft Office products (Word, Excel, Outlook, PowerPoint, SharePoint, Teams, Forms)

•             Familiar with relational databases and system integration

•             Familiar with PowerBI dashboards and reports or other ad-hoc reporting tools

•             Familiar with GIS tools such as ArcGIS Pro, ArcGIS Online, GeoPortal