Careers Now Program
Secretary of State Assignment Descriptions

Division or Location

Assignment Summary
Examples of Duties/Responsibilities
Minimum Qualifications
Time Commitment
Tennessee State Library and Archives, Technical Services, Archival Processing Persons placed in this assignment will assist the professional staff in the processing of state government papers and manuscript collections.

Under the general supervision of the Archivist III, the program participant would:

  • Become familiar with standard archival procedures and the preparation of finding aids;
  • Evaluate and prepare manuscript collections for addition to the collection;
  • Evaluate and prepare state agency papers for microfilming and addition to the collection;
  • Attend professional meetings as appropriate and timely.
Graduate student pursuing a master's degree in history or a college or university junior or above pursuing a degree in history or a related field Full time preferred; part time acceptable
Elections Division - Nashville, TN Persons placed in this assignment will obtain valuable experience in information systems or computer science working on the implementation of the statewide Automated Electoral System while at the same time providing our systems administrator with an assistant who has working knowledge of this area.

The responsibilities this person could undertake may include:

  • Assisting in the review of vendor proposals for conformity with the Request for Proposal (RFP);
  • Assisting in checking business references provided by vendors as part of their RFP;
  • Assisting in the preparing of training materials for the local election officials;
  • Assisting with the "help desk" when local election officials need assistance.
  • Assisting in the computer training of local election officials.
College/university senior in an undergraduate program or a person in a master's program in information systems or computer science. Full time preferred; part time acceptable
Elections Division - Nashville, TN Persons placed in this assignment will be able to learn about the elections process and get a perspective of how each election is different and presents unique questions and challenges. In addition, they could have some exposure to the legislative process and how it impacts elections.

The responsibilities this person could undertake may include:

  • Issuing and accepting nominating petitions;
  • Working with the various election commissions to verify the petitions;
  • Assist in handling telephone inquiries and complaints and those received by mail;
  • Assist in identifying and tracking legislation that impacts the elections process;
  • Assist in the staffing of the state election commission.
  • Writing legal memorandums regarding election laws.
  • Assisting in preparing training materials for election officials.
A law student or a student in a political science/public administration program as either a major or minor. A junior or senior in an undergraduate program would be equally beneficial as someone in a masters program. Full time preferred; part time acceptable
Charitable Solicitations Division - Nashville, TN Persons placed in this assignment will assist the professional staff, particularly compliance auditors, in the registration and regulation of charitable organizations, professional solicitors and other statutorily defined entities.

Under the general supervision of a compliance auditor, the program participant would:

  • Examine applications for registration of charitable organizations, to determine if all required documents are included in the registration package and registrant has completely responded to all questions;
  • Assist the compliance auditor in conducting financial and/or compliance audits of the charitable solicitation activities of all registrants to determine compliance with state laws, rules and regulations concerning charitable solicitation;
  • Receive and document complaints from the public regarding inappropriate fundraising activities;
  • Accompany compliance auditor(s) to various locations throughout the state and assist in conducting on-site audits and investigations;
  • Assist secretarial support staff as needed.

College/university junior or above with a major in accounting or business-related courses.

Special: The ability to travel to various locations throughout the state to assist the compliance auditor in conducting audits and investigations. Occasional overnight travel may be required. Familiarity with Internal Revenue forms helpful; good writing skills a plus.

Full time preferred; part time acceptable, minimum 30 hours.
Business Services Division - Nashville, TN Persons placed in this assignment will assist the Business Services Division in the identification and implementation of quality service improvements in the execution of the duties of the Secretary of State pertaining to corporations, Notaries Public, Service of Process, trademarks, and Uniform Commercial Code.

Under the general supervision of the director of services, manager of corporations, and manager of statutory filings, the program participant will:

  • Review, recommend and help implement improvements in the division's delivery of customer services;
  • Assist in the development, operation and enhancement of the division's management information systems, including Tennessee state government's first optical scanning data management system;
  • Receive, document and help resolve customer complaints and suggestions;
  • Participate in the ongoing development of the division's continuous quality improvement program.
College/university junior or above with a major in business and/or computer related courses. Full time preferred; part time acceptable
Tennessee State Library and Archives (TSLA) Restoration and Reproduction Section - Nashville, TN Persons placed in this assignment will assist the Documents Conservator in providing restoration and preservation services for State government and clients of TSLA.

Under the general supervision of the Documents Conservator, the program participant would:

  • Humidity, unfold and surface clean fragile documents;
  • Mend documents using archival supplies and procedures;
  • Test documents for acid content and de-acidify as required;
  • Encapsulate documents between clear sheets of mylar;
  • Design and construct custom storage folders/boxes/ containers from acid-free materials.

College/university junior or above working toward a degree in history or related fields.

SPECIAL: Classes in organic chemistry very helpful.

Full time preferred; part time acceptable
Tennessee State Library and Archives (TSLA) Library Technical Services - Nashville, TN The intern will assist the Head Cataloger in providing constituents with access to the library collection.

Under the general supervision of the Head Cataloger, the program participant would:

  • Assist with copy cataloging of books, serials, and other non-print materials.;
  • Attach specific bibliographic information to appropriate MARC (Machine-Readable Catalog) records in the library catalog;
  • Assist with maintenance of bibliographic records and mass retrospective conversion project for new integrated library system;

To be a college/university senior who is in an undergraduate program or a master's program in library science or a related field.

Full time preferred; part time acceptable