Executive Service
ADMINISTRATIVE SERVICES ASSISTANT 5 Department of Military Administrative Services Division Nashville, TN Annual Salary Range: $54,744.00 - $81,900.00 Closing Date: 09/07/2026
This position has the potential to work up to 40% remotely from home
Background Check
This position requires a criminal background check. Therefore, you may be required to provide information about your criminal history in order to be considered for this position.
Job Overview
The Tennessee Military Department is seeking qualified candidates Administrative Services Assistant 5. This position serves as the Agency Property Officer and Station Commander's Unit Maintenance Fund (SCUMF) compliance manager for the Tennessee Military Department. The position ensures accountability, compliance, and stewardship of State-owned fixed and sensitive assets; manages property lifecycle activities; supports purchase order receipt processing, invoice reconciliation, and specialized statewide contract invoicing under Statewide Contract (SWC) 700. This role also evaluates compliance for all SCUMF activity to ensure armory and facility funds are properly accounted for, documented, reconciled, and used for authorized maintenance and improvement purposes. The position also supports audit readiness, process improvement, training, customer service, and effective coordination with Major Commands, fund custodians, supervisory staff, Fiscal leadership, and other internal and external stakeholders. This position may also have to maintain a security clearance indicative of the necessary responsibilities.
Key Responsibilities
Property and Asset Management:
- Administer the agency Property Asset Management Program for all State-owned fixed and sensitive assets.
- Maintain accountability for agency property throughout its lifecycle, including acquisition, inventory, transfer, and disposal.
- Conduct annual physical inventories, reconcile inventory records, and analyze property data to support accountability and audit readiness.
- Maintain Edison Asset Management records and supporting documentation.
- Ensure new assets are tagged and documented within established timeframes; investigate and document lost, missing, or transferred assets.
- Coordinate surplus property processing and disposal activities and maintain complete electronic records.
Financial Processing (including Statewide Contract (SWC 700) Invoice Administration
- Administer and process invoices associated with Statewide Contract (SWC) 700, a State of Tennessee procurement agreement providing approved vendors for electrical, HVAC, plumbing, boiler, and chiller maintenance and repair services.
- Review SWC 700 invoices against applicable purchase orders, contract requirements, service documentation, pricing, and other supporting records to verify accuracy, allowability, and readiness for payment.
- Process purchase order invoices and receipts timely for accuracy and compliance.
- Reconcile procurement documentation to support proper payments and accurate financial reporting.
- Coordinate with vendors and internal stakeholders to resolve invoice discrepancies and escalate unresolved issues when appropriate.
- Maintain detailed, audit-ready financial and payment documentation and perform reconciliation reviews.
- Maintain complete, audit-ready documentation for SWC 700 invoices, related correspondence, approvals, change orders, and issue resolution.
SCUMF Administration, Monitoring And Compliance
- Maintain monitoring and compliance analysis of quarterly reports through coordination with fund custodians and station commanders.
- Conduct on-site inspections throughout the year for all Major Commands to assess SCUMF accountability, documentation, reconciliation, and compliance practices.
- Evaluate lower-level compliance reviews are being conducted by Station commanders at Major commands.
- Coordinate compliance consolidation of annual SCUMF bank review through fund custodians to Fiscal Director for year-end financial reporting.
- Monitor fund accountability, including dedicated accounting records, deposits, expenditures, current balances, and monthly bank reconciliations.
- Review SCUMF transactions and supporting documentation to validate expenditures are authorized facility maintenance and improvement purposes in compliance with the SCUMF Organizational Guidance and Tennessee Military Department regulations.
- Verify transaction files include appropriate supporting documentation, such as receipts, paid invoices, purchase documentation, rental agreements, deposit records, bank statements, approvals, and maintenance work orders.
- Quarterly verify bank balances against ledger balances, review outstanding transactions, identify discrepancies, and coordinate timely corrective action.
- Provide technical guidance and follow-up support to Station Commanders, fund custodians, Major Commands, and supervisory staff to strengthen compliance and audit readiness.
Minimum Qualifications
Graduation from an accredited college or university with a bachelor's degree in business administration, Public Administration, Supply Chain Management, or a related field; and a minimum of Three (3) years of professional experience in procurement, contracting, fiscal management, property management, asset management, or closely related administrative services. Supervisory experience is preferred.
Or
Five (5) years of increasingly responsible professional administrative services experience with the State of Tennessee. Experience in public-sector or government purchasing, property management, fiscal operations, asset accountability, fund administration, or compliance is preferred.
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.
