POLICY ASSISTANT - 67144

Executive Service

Who we are and what we do:

Mission: The mission of the Office of the Secretary of State is to exceed the expectations of our customers, the taxpayers, by operating at the highest levels of accuracy, cost-effectiveness, and accountability in a customer-centered environment.

Job Overview:

Summary: Performs administrative office work in addition to traveling with and staffing the Secretary of State at meetings and events

Key Responsibilities:

• Draft routine correspondence such as thank you, congratulatory, and condolence type letters and emails for the office
• Provide administrative staff support to the Chief of Staff and General Counsel
• Compile documents and other preparatory information in an orderly manner for various meetings of boards and commissions on which the Secretary of State serves
• Screen and route incoming mail; greet and assist visitors; screen calls and make appointments; receive inquiries, compose constituent replies; answer questions relating to departmental activities
• Assist the Secretary of State by scheduling, making travel arrangements, and driving, including out-of-town and overnight travel as required
• Staff the Secretary at in and out-of-town events, which include briefing materials, coordinating with the Communications Division to provide photos and event information for social media content
• Perform other duties and responsibilities as otherwise assigned

Minimum Qualifications:

Minimum Qualifications Education and Experience: Graduation from an accredited college or university with a bachelor's degree in political science, public administration communications, business administration, political science, or other relevant major

• Must have experience and understanding of the political and government landscape in Tennessee
• Attention to detail is a must. Ability to proof one's work and learn lessons from previous efforts.

Knowledge and Abilities:

• Attention to detail is a must. Ability to proof ones work and learn lessons from previous efforts.
• Proficient in Microsoft Word, Excel, Outlook, PowerPoint, and Teams
• Ability to communicate information to the public in a professional manner in person, on the telephone, and via email
• Ability to monitor email and text and reply in a timely manner
• Ability to coordinate multiple projects at once while managing time, prioritizing tasks, and logistics
• Ability to foresee scheduling conflicts and remedy them before they are an issue
• Self-starter, motivated, eager, inquisitive, proactive, enthusiastic, and positive attitude
• Excellent oral and written communication skills -Works well under pressure in a fast-paced environment
• Demonstrated ability to plan effectively and the flexibility to handle the unexpected

Physical Requirements:

• Must have and maintain a valid driver's license and be willing and able to travel independently throughout the state, including overnight travel
• Ability to handle boxes and equipment weighing a minimum of forty (40) pounds

Pursuant to the State of Tennessee's Workplace Discrimination and Harassment policy, the State is firmly committed to the principle of fair and equal employment opportunities for its citizens and strives to protect the rights and opportunities of all people to seek, obtain, and hold employment without being subjected to illegal discrimination and harassment in the workplace. It is the State's policy to provide an environment free of discrimination and harassment of an individual because of that person's race, color, national origin, age (40 and over), sex, pregnancy, religion, creed, disability, veteran's status or any other category protected by state and/or federal civil rights laws.