ADMINISTRATIVE AID-MINIMUM QUALIFICATIONS WAIVED

State of Nevada; Carson City (NV); On-site; USD 36,000 - 48,000; Full time

Job summary

The Nevada Board of Parole Commissioners in Carson City is seeking an Administrative Aid to support filing, data entry, and general clerical tasks. The position entails maintaining records, handling mail, typing documents, and providing information to staff and the public.

Qualified applicants will have a high school diploma or equivalent and at least six months of clerical experience or completion of a clerical trainee program in Nevada state service.

Qualifications

• High school diploma or equivalent with six months of general clerical experience.
• Six months of experience as a Clerical Trainee in Nevada State service.
• An equivalent combination of education and experience.

Responsibilities

• File, locate, and retrieve information using records maintenance systems and arrange files for storage, disposal, or preservation according to procedures.
• Record data and maintain routine records of addresses, phone numbers, staff schedules and attendance, activity logs and subject files.
• Duplicate, collate, assemble, and distribute materials according to agency policies and procedures.
• Handle mail: pick up, receive, open, date stamp, sort and deliver to staff.
• Type correspondence and reports; create and maintain basic databases and logs.
• Enter data in computer terminals; review data for completeness; refer issues to higher level staff.
• Receive, code and review applications, forms, documents and payments for completeness and compliance.
• Monitor, maintain, and inventory office supplies; reorder from approved vendors.
• Receive, store, issue, ship, and inventory stocked materials in a stores/warehouse environment; complete required documentation.
• Perform basic clerical accounting tasks; process invoices and manage petty cash; batch documents.
• Perform receptionist duties and answer telephones; greet callers/visitors and provide basic information.

Education

High school diploma or equivalent

Job description

The Department of Public Safety is recruiting to fill an Administrative Aid position with the Nevada Board of Parole Commissioners in Carson City. The incumbent will be responsible for filing, locating, and retrieving information according to alphabetical and numerical records maintenance systems and arranging files for storage, disposal, or preservation according to established record maintenance procedures.

Employees of the Nevada Board of Parole Commissioners work a 7:00 am – 5:30 pm, Monday through Thursday schedule. Based on the workload and the needs of the office, additional duties may be assigned to this position.

Graduation from high school or equivalent education and six months of general clerical experience; OR six months of experience as a Clerical Trainee in Nevada State service; OR an equivalent combination of education and experience as described above.

• Record data and maintain routine records of addresses, telephone numbers, staff schedules and attendance, activity logs and subject files.
• Duplicate, collate, assemble, and distribute materials according to established agency policies and procedures.
• Pick up, receive, open, date stamp, sort and deliver mail and other materials to agency staff.
• Type materials such as correspondence and reports; create and/or maintain non-complex databases and spreadsheets such as address lists and logs according to explicit instructions.
• Enter data in computer terminal according to clearly defined instructions and criteria; review data for completeness; refer incomplete, illegible, or incorrect data and documents to higher level staff for resolution; maintain production logs as assigned.
• Receive, code and review applications, forms, documents and payments for completeness, correctness and compliance with clearly established requirements and regulations.
• Monitor, maintain, and inventory office supplies to support activities of the work unit; reorder standard office supplies and equipment from approved vendors according to clearly established procedures.
• Receive, store, issue, ship, and inventory stocked materials and supplies in a stores or warehouse environment; complete required documentation and maintain related records.
• Perform basic clerical accounting tasks; receive invoices and verify the completeness and accuracy of specific information; code information for invoice payment based on clear-cut procedures and instructions; check arithmetic calculations; maintain petty cash fund balances; assemble, sort and batch documents and information for processing.
• Perform receptionist duties and answer telephones; greet office callers and visitors and provide basic information regarding agency activities; answer general questions, send prepared brochures or informational materials to requestors, and refer callers/visitors to appropriate personnel or offices.

Positions at this level provide general clerical support to a work unit or program within an agency. Hiring authorities may use this class as a trainee level for Accounting Assistant, Supply Technician or other series in the Clerical & Related Services occupational group, or positions may be allocated at this level permanently when assigned duties include basic, standardized clerical tasks. Assignments at this level are routine, repetitive, and fairly predictable; quickly learned and performed in accordance with clearly defined instructions; and require little decision-making.

General knowledge of: standard office procedures such as filing, typing, duplicating materials; answering telephones and taking/sending written or electronic-mail messages; distributing mail; telephone etiquette; correct English usage, grammar and punctuation; proper spelling of commonly used words; operation of computers and other office machines; word processing software; manual and computerized recordkeeping methods; basic math; reading skills sufficient to understand information and materials related to the assignment.

Ability to: use computers, telephones, paging systems, copiers, facsimile machines and other office equipment used to perform clerical work; understand and follow oral and written directions; communicate and work cooperatively with others including co-workers, program clientele and the public; add, subtract, multiply and divide numbers accurately.