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Agency Administrative Coordinator
Position Description:

Hourly/Non-Exempt Position

Reports to: Human Resource Director

Located: Administrative Office (7:30AM – 4:00PM)


  • Minimum high school diploma or its equivalent (some college and training experience preferred)

  • Experience in general office work 

  • Attend and successfully pass mandatory agency orientation and state-mandated training courses

  • Interface well with all departments of the Agency

  • Multi-task a must

  • Proficient, working knowledge of commonly used computer programs (i.e., Microsoft Office, Excel, 

  • Word, Access, Publisher, etc.)

  • Excellent verbal written communication skills 

  • Demonstrated enthusiastic tone and quality of voice

  • Detail oriented

  • Self-directed

  • Organized

  • Good time management skills

Primary Responsibilities

Perform receptionist and clerical related functions to ensure operations flow smoothly.  Prepare and distribute correspondence and reports as assigned. Serve as a resource for internal and external customers.

Job Description

  1. ​Coordinate all CPR/1st Aid training and recordkeeping

  2. HSI CPR and First Aid Train-the-Trainer and monitor certification compliance of HSI instructors

  3. Assist Trainers with equipment for live CPR classes as needed

  4. Provide first contact receptionist duties via phone or in person

  5. Provide clerical support as needed

  6. Provide event/meeting set up and refreshments as needed

  7. Assist Family Support with business cards, brochures and newsletters as needed

  8. Maintain Photo Permissions for Persons Supported and Current Employees

  9. Maintain copiers and phones (including main greeting)

  10. Maintain supplies, repairs and renewal of postage machine

  11. Maintain reports and files as required by TDOT

  12. Coordinate mail pick-up, distribution and delivery

  13. Distribute faxes and fax confirmations

  14. Distribute All Staff Memos

  15. Maintain hard copies of Admin Policy & Procedure manual & Admin Forms manual & send to designated IT person for updating website

  16. Maintain & update New Hire Orientation Binders as needed

  17. Run Monthly required screenings on current employees and contracted employees

  18. Run Annual required screening on current employees in February (no later than 1 year from last date ran)

  19. Assist Recruiter with new hire screenings and reference checks as needed

  20. Safeguard and maintain confidentiality of Agency records

  21. Coordinate, distribute, collect and tally all agency surveys (i.e. Family, Employee Engagement, and Consumer.)

  22. Mailings, etc. for sympathy/retirement/illness/birthday/service anniversary/etc. cards

  23. Maintain training/meeting room schedules

  24. Maintain and update Org Charts, Position Lists, and Phone Lists of staff for administrative use

  25. Develop/maintain Agency brochures and business cards and stationary

  26. Order office supplies for Admin and assist and approve county orders from Staples

  27. Create and publish agency monthly newsletter for distribution 

  28. Agency Facebook Administrator with specified IT person

  29. Other duties as assigned

PACESETTERS, Inc. is an Equal Opportunity Employer and makes employment decisions based solely upon the applicant’s qualifications, without regard to race, color, age, sex, religion, national origin, disability or marital status.

NOTE:  Applicants can complete an application at the Administrative Office at 2511 Highway 111N, Cookeville, TN 38506. They will be required to submit a resume if contacted for an interview. 

If you are interested in applying for this position, please also include a signed copy of the Essential Job Functions form included in the Job Description document.

Email the completed application & form to

or fax to the attention: Recruiter @ 931/537-9916

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