Administrative Services Manager

Job: Administrative Services Manager

Location : 505 Deaderick Street Suite 400 James K. Polk Bldg. Nashville Tennessee

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 adhoc queries to satisfy media and legal requests. Assisting with providing training to end users. Schedule management notetaking 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 Treasurys 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 adhoc 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 adhoc reporting tools

Familiar with GIS tools such as ArcGIS Pro ArcGIS Online GeoPortal