REGULATORY BOARD ADMINISTRATIVE ASSISTANT 2 - 01212025-64754

Job Information

State of Tennessee Job Information

LOCATION OF (1) POSITION(S) TO BE FILLED: DEPARTMENT OF HEALTH, HEALTH RELATED BOARDS DIVISION, DAVIDSON COUNTY

Qualifications

Overview

Responsibilities

Evaluating Information to Determine Compliance with Standards:

1. Reviews licensure/application, permits, and certifications for status, completeness, accuracy, and eligibility requirements based on policy, procedures and law.
2. Makes a recommendation to accept or reject the application in accordance with pertinent laws, rules, and regulations, and forwards recommendation to supervisor for approval.
3. Makes determinations on requests for reciprocity and renewal, per policy, procedures and law.
4. Evaluates licensing certificates, registration, or other statements of authority for completeness, accuracy, and eligibility requirements.
5. Ensure that licenses and reports are completed accurately.
6. Ensures mandates and pronouncements are implemented as assigned.

Making Decisions and Solving Problems:

1. Issues licenses, certificates, registration, or other statements of authority to practice in an occupation or profession.

Processing Information:

1. Matches payments made to cashier's office with appropriate licensee's record.
2. May process expenditure reports.

Interacting With Computers:

1. Enters and/or revises data from multiple sources into data base.
2. May post or make adjustments to payments on licensee's record in computer.

Documenting/Recording Information:

1. Maintains and processes license payment records and accounts for fees to include refunds and returned checks.
2. Prepares reports for submission to the board.
3. Maintains license payment records.
4. Coordinates the collection and preparation of reports.
5. May prepare leave and attendance requests and timesheets.

Communicating with Persons Outside Organization:

1. Handles complaints and explains policies, procedures, and laws to applicants, members of the public, board and commission members, operating departments, and other entities.
2. Responds to applicant inquiries about licenses.
3. Supplies requested information, records, or reports.
4. Provides information to other states or professional organizations surveying for information such as number of licensees or the cost of a license.
5. May notify applicants of passing or failing examination scores.
6. May ensure that applicants are notified of passage or failure.

Getting Information:

1. Examines the status of the case from established computer databases.

Scheduling Work and Activities:

1. Coordinates meetings for pertinent board or commissions.
2. Supervises or coordinates the scheduling of requisite competency examinations.
3. Ensures that the testing dates, time, and place are set for test administrators.
4. Ensures the notification of the date, time, and place of the applicant's examination or interviews.
5. Notifies applicant of date, time, and place of examination or interviews.
6. Prepares the meeting facility.
7. May ensure that applicants are monitored during examinations, and that applicants are notified of passage or failure.

Communicating with Supervisors, Peers, or Subordinates:

1. Relates findings to appropriate personnel (e.g., supervisor, director, or attorney) of the status of the case.
2. Discusses critical deviations from standard policies and procedures with a supervisor.
3. Discusses issues concerning the preparation of reports with supervisor.
4. Collects expenditure reports.
5. May instruct peers and subordinates on the performance job duties.
6. May ensure that administrative staff collects and prepares leave requests and timesheets, weekly reports, and inspection sheets.
7. May collect reports from inspectors, investigators, and auditors.

Staffing Organizational Units:

1. May conduct performance evaluations for staff.

Coordinating the Work and Activities of Others:

1. May supervise staff.

Monitor Processes, Materials, or Surroundings:

1. May monitor or review the status of case investigations of individuals practicing pertinent occupations and professions.
2. May monitor applicants during the examination.

Monitoring and Controlling Resources:

1. May order equipment and supplies.

Competencies (KSA's)

1. Customer Focus
2. Dealing with Ambiguity
3. Functional/Technical Competencies
4. Problem Solving
5. Informing
6. Priority Setting
7. Technical Learning
8. Time Management
9. Comfort Around Higher Management
10. Written Communications

Knowledge:

1. Knowledge of Customer Service Principles
2. Knowledge of Administrative and Clerical Procedures
3. Knowledge of Grammar and Spelling
4. Knowledge of Basic Mathematics

Skills:

1. Reading Comprehension Skill
2. Problem Solving Skills
3. Basic Computer Skills
4. Writing Skills

Abilities:

1. Ability to Work in a Team Environment
2. Ability to Comprehend New Information
3. Multi-Tasking Ability
4. Oral Comprehension Ability
5. Deductive Reasoning Ability
6. Ability to Instruct
7. Ability to Manage Personnel Resources
8. Oral Expression Ability
9. Social Perceptiveness Ability

Tools & Equipment

1. Computer
2. Copier
3. Printer
4. Fax Machine
5. Scanner
6. Calculator
7. Tablet
8. Laptop
9. Phones

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.