Job Information

LOCATION OF (1) POSITION TO BE FILLED: DEPARTMENT OF MENTAL HEALTH AND SUBSTANCE ABUSE SERVICES, WESTERN MENTAL HEALTH INSTITUTE DIVISION, HARDEMAN COUNTY

Minimum Qualifications

Education and Experience: Graduation from a standard high school and experience equivalent to four years of increasingly responsible full-time clerical work.

Substitution of Experience for Education: Additional qualifying experience may be substituted for the required education, on a year-for-year basis.

Other Requirements

Necessary Special Qualifications: A valid motor vehicle operator's license may be required for employment in some positions.

Examination Method: Education and Experience,100%, for Preferred Service positions.

Job Overview

Summary: Under general supervision, is responsible for property control work of average difficulty; and performs related work as required.

Distinguishing Features: This is the entry class in the Property Officer sub-series. An employee in this class is responsible for maintaining the inventory of in-use and surplus state property at an institution or assisting an employee responsible for property control for a department. This class differs from that of a Property Officer 2 in that an incumbent of the latter is responsible for property control work for a department.

Work Activities

Thinking Creatively:

• Designs spreadsheets for tracking inventory to ensure accuracy.

Monitor Processes, Materials, or Surroundings:

• Monitors the movement of property to ensure property and equipment is properly located and stored.

Developing Objectives and Strategies:

• Develops plans for 100% annual year end fiscal inventory.

Documenting/Recording Information:

• Maintains current information on all state issued items.
• Enters information into state database to meet the needs of daily operations.
• Stores and modifies any information with state tagged assets and/or vehicle inventory.
• Documents any discrepancies concerning state tagged equipment.

Interacting with Computers:

• Uses office productivity software including but not limited to word processing programs, spreadsheet programs, presentation software, web-based e-mail programs, and search engines.

Evaluating Information to Determine Compliance with Standards:

• Uses relevant information to determine disposal process for property and equipment to ensure compliance with departmental, state, and federal guidelines.

Processing Information:

• Processes changes in electronic database including but not limited to location changes, serial numbers, property tag numbers and model numbers of equipment.
• Verifies that periodic random inspections are conducted and inventory is accurate.
• Compiles information to prepare a variety of records and reports that pertain to state inventory objectives.

Coordinating the Work and Activities of Others:

• Coordinates with upper management and peers to facilitate equitable workload dissemination.
• Coordinates workload with internal and external business partners as required to facilitate timely and accurate task completion.

Getting Information:

• Obtains information to ensure effective control of property and all procedures are followed according to policy, procedure and guidelines.
• Receives information from various sources to tag new purchases or relocate current property.
• Receives information from supervisor concerning performance goals and objectives.

Scheduling Work and Activities:

• Schedules and conducts inventories to ensure compliance with departmental, state, and federal guidelines.
• Schedules meetings with internal and external business partners to keep all parties informed on current processes.

Identifying Objects, Actions, and Events:

• Identifies work priorities to ensure the most important work is completed first based on work load.
• Categorizes data and equipment to ensure compliance with departmental, state and federal guidelines.

Operating Vehicles, Mechanized Devices, or Equipment:

• Operates forklifts to relocate property and materials.
• Operates vehicles to complete daily tasks.

Controlling Machines and Processes:

• Operates a variety of office equipment including but not limited to copies, scanners, digital cameras, calculators and fax machines.

Monitoring and Controlling Resources:

• Controls the issuance and placement of state property tags.

Coaching and Developing Others:

• Mentors less experienced co-workers in their work.

Interpreting the Meaning of Information for Others:

• Interprets a variety of current rules, regulations, policies, procedures, and documentation for internal and external business partners to facilitate understanding, enhance communications, and ensure compliance.

Handling and Moving Objects:

• Moves material and equipment to meet the needs of inventory related tasks.

Organizing, Planning, and Prioritizing Work:

• Incorporates last minute and unscheduled tasks into current workload to ensure timely and accurate completion of work.
• Organizes and prioritizes personal workload using calendars, lists, and other facilitators to ensure timely and accurate completion of work.

Developing and Building Teams:

• Models effective performance for co-workers to provide a role model, encourage success in others, and enhance trust.

Selling or Influencing Others:

• Influences external business partners to increase productivity.

Updating and using Relevant Knowledge:

• Maintains up to date knowledge on software applications.
• Stays up to date on the best practices in the field of property inventory.

Communicating with Persons Outside Organization:

• Communicates with external business partners by telephone, in written form, e-mail, or in person to inform them of daily operations, issues and/or concerns.

Communicating with Supervisors, Peers, or Subordinates:

• Communicates with supervisors and co-workers by telephone, in written form, e-mail, or in person to inform them of daily operations and/or concerns.

Establishing and Maintaining Interpersonal Relationships:

• Maintains a professional working relationship with peers and upper management to ensure smooth and effective team operations.
• Establishes interpersonal relationships with external business partners to ensure open dialogues exist and to facilitate coordination and unified effort.

Analyzing Data or Information:

• Analyzes property records for accuracy.
• Analyzes equipment condition or data to determine age of equipment for recommendation on a replacement schedule.

Inspecting Equipment, Structures, or Material:

• Inspects various equipment and vehicles for defects or malfunctioning equipment to ensure operational status.

Performing General Physical Activities:

• Performs general physical activities such as climbing, lifting, and balancing to meet the needs of inventory related tasks.

Performing Administrative Activities:

• Performs day to day tasks such as entering personal time, responding to e-mails, phone calls, and other correspondence as required and processing paperwork.

Resolving Conflicts and Negotiating with Others:

• Resolves simple conflicts without supervisory input to ensure timely and efficient performance and maintain positive working relationships.
• Maintains a respectful and productive work environment within the assigned work unit to minimize disputes and facilitate performance.

Competencies (KSA'S)

Competencies:

• Dealing with Ambiguity
• Learning on the Fly
• Priority Setting
• Time Management
• Standing Alone
• Action Oriented
• Drive for Results
• Perseverance
• Customer Focus
• Integrity and Trust

Knowledge:

• Administration and Management
• Communications and Media
• Customer and Personal Service
• Law and Government
• Clerical
• Computers and Electronics

Skills:

• Active Learning
• Active Listening
• Critical Thinking
• Learning Strategies
• Reading Comprehension
• Speaking
• Writing
• Instructing
• Persuasion
• Service Orientation
• Complex Problem Solving
• Judgment and Decision Making
• Management of Material Resources
• Time Management

Abilities:

• Oral Comprehension
• Oral Expression
• Time Sharing
• Written Comprehension
• Written Expression
• Arm-Hand Steadiness
• Multi-limb Coordination
• Wrist-Finger Speed
• Extent Flexibility
• Gross Body Coordination
• Gross Body Equilibrium
• Static Strength
• Sound Localization
• Speech Clarity
• Speech Recognition

Tools and Equipment Used

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.