Administrative Services Officer 3 - Executive Assistant

Full Job Description

The Executive Assistant (ASO3) performs advanced administrative, and personnel support work for the Nashville Department of Waste Services. The incumbent provides high-level coordination, analysis, and support to executive leadership while overseeing essential department operations. The role has the responsibilities of supporting long-term planning, policy execution, and departmental performance initiatives.

Waste Services is responsible for weekly curbside waste and every other week curbside recycling collection for over 151,000 customers in the urban services district as well as collection of over 200 public litter baskets in the downtown Nashville corridor. The division also operates four convenience centers where residents of Davidson County can bring waste, recycling, bulk items, food waste, household hazardous waste, and other items for recycling or disposal and eight recycling drop-off locations available to residents who do not qualify for curbside recycling collection.

Waste Services currently employs staff members working in collection, administration, customer service, education, landfill engineering, development review, and outreach.

Requirements

Administrative and Executive Support

• Provides professional-level administrative assistance to the Director and senior leadership team.
• Prepares, reviews, and edits correspondence, reports, and official documents for executive approval.
• Schedules and coordinates meetings, presentations, and departmental events.
• Serves as liaison between leadership and staff to ensure clear communication and task completion.
• Researches and gathers statistical, financial, and personnel data for decision-making and planning.
• Handles confidential and sensitive information with discretion.

Financial and Operational Oversight

• Assists with preparation and monitoring of operational budgets.
• Reviews financial balances, expenditures, and documentation for accuracy and compliance.
• Views payroll processes, reconciles accounts, and prepares expenditure reports.
• Monitors fund usage, verifies transactions, and prepares accounting records and adjustments.
• Provides management with supporting documentation and written analyses.

Project and Policy Development

• Leads and participates in departmental projects and initiatives.
• Analyzes workflow systems and recommends efficiency improvements.
• Prepares concise project reports and assists with policy and procedural development.
• Implements administrative directives and monitors compliance outcomes.

Qualifications

Bachelor’s Degree and Two (2) years of experience in a progressively responsible administrative, financial, or personnel related field.

*Additional experience may be considered in lieu of education (1:1 ratio)*

LICENSES REQUIRED

Valid Drivers License

Candidates with accreditations earned in a foreign institute are encouraged to apply.

Note: Per Metro Ordinance No. SO94-1078. All employees of the Metropolitan Government shall be residents of the State of Tennessee or become residents of the state within six (6) months of employment as a prerequisite to employment with the Metropolitan Government.

Additional Information

• Experience providing direct support to senior or executive management
• Experience in budgeting, payroll, and accounting procedures
• Proficient in Microsoft Office and financial management systems
  

We are an equal opportunity employer. All individuals, regardless of personal characteristics, are encouraged to apply. Metro Nashville is committed to selecting the most qualified candidate for each of our roles.

Metro Nashville Government respects the religious beliefs and practices of all employees and will make, on request, an accommodation for such observances when a reasonable accommodation is available that does not create an undue hardship on business operations.

Requests for ADA or other protected accommodations for the recruitment process should be directed to Human Resources at 615-862-6640.