Program Administrative Assistant

Nashville, TN/Hybrid

12+ Months

The Tennessee Department of Health, Division of Family Health and Wellness is currently accepting applications for a contract Administrative Services Assistant (ASA 3). This position will be in the Supplemental Nutrition Program (SNP) Section. This ASA 3 position assists the Section Chief, Program Directors, and other program staff with the day-to-day administrative responsibilities of the SNP program, including coordination of special events and projects as required.

Duties include:
Assist the State WIC Vendor Manager with receiving, reviewing and approving vendor applications submitted by regional Vendor Management staff.

Become familiar with and be able to interpret federal regulations and state rules to ensure compliance with procedures.

Understand the functionality of the EBT processor's WICConnect (online banking) system in order to complete tasks such as investigating transaction issues reported by regional staff, resetting staff passwords, creating accounts for new staff and generating reports.

Generate reports from various systems when data has been requested.

Create Compliance and Education accounts and issue benefits for Program staff and compliance investigators within the TNWIC MIS.

Assign high risk authorized vendors to be investigated by compliance buyers, review completed compliance investigation reports and notify appropriate staff of investigation results.

Monitor various social media platforms for potential fraud involving the sale of infant formula.

Write scripts and assist with the recording of instructional WIC Vendor Management staff training videos.

Assist the State WIC Vendor Manager with data entry and submission of federally required annual vendor data via USDA's Food Delivery Portal (FDP) website.

Review quarterly pricing related reports for completion by regional staff.

Revise and maintain various REDCap forms used by regional staff to capture data related to Vendor Management.

Participate in various Vendor Management related meetings.

Desirable Skills:
Ability to communicate effectively both orally and in written communications.
Must be detail-oriented and highly organized with the ability to work independently with minimal supervision.
Must have the ability to work and communicate effectively with peers, superiors, subordinates, agency personnel.
Must have working knowledge of Microsoft Office Programs (Word, Excel, PowerPoint, SharePoint, Outlook, etc.).

Minimum Qualifications:
Associate's degree AND experience equivalent to one year of increasingly responsible full-time professional staff administrative experience.
Substitution of Experience for Education: Qualifying full-time increasingly responsible sub professional or paraprofessional.

Work Environment:
This is a hybrid position with quarterly in-person attendance and discretionary in-person attendance in Nashville, TN. In-person attendance is required on first day of employment for laptop deployment and orientation. Travel to TN Dept of Health central office in Nashville is non-reimbursable. Typical working hours are Monday - Friday 8:00AM CST to 4:30PM CST, 37.5 hours per week, reflective of typical state government office hours.

This position is funded through federal grants, renewable through 9/30/2026 and is dependent on funding availability for additional renewal.