Administrative Assistant

Churchill County; Fallon (NV); Presencial; USD 42.000 - 54.000; Jornada completa

Descripción de la vacante

Churchill County in Fallon, NV seeks an experienced Administrative Assistant for the 3C Events Complex. This full-time position requires handling invoices, documents, scheduling, and event coordination with careful attention to detail.

The ideal candidate has at least four years of administrative support experience, strong tech skills (Excel and Word), and the ability to manage multiple tasks under frequent interruptions. Occasional evening or weekend hours may be required.

Formación

• High School diploma AND four (4) years of administrative support experience; OR an equivalent combination of education, training and experience.
• Strong skills with technology, especially with Microsoft Excel and Word.

Responsabilidades

• Process and code a large number of invoices for payment.
• Prepare a variety of documents and correspondence.
• Arrange and schedule appointments and use of facilities.
• Maintain logs and program registrations.
• Resolve customer problems and complaints, and oversee events.
• Draft meeting agendas and prepare notices and agendas for Board meetings.

Conocimientos

Organizational skills

MS Excel

MS Word

Customer service

Budgeting

Invoicing

Educación

High School diploma + 4 years admin support experience

Herramientas

Microsoft Excel

Microsoft Word

Office software

Descripción del empleo

Applications are invited for the full-time position of Administrative Assistant for the Churchill County 3C Events Complex. This is a promotional opportunity. You must have strong organizational skills and the ability to handle a variety of tasks simultaneously, with frequent interruptions. Duties include processing and coding a large number of invoices for payment, preparing a variety of documents and correspondence, arranging and scheduling appointments and use of facilities, maintaining logs and program registrations, resolving customer problems and complaints, and overseeing events. Occasional evening and/or weekend hours required.

This is not an entry-level position. The county is looking for applicants who have at least four years of experience performing administrative support work. The ideal candidate will have strong skills with technology, especially with Microsoft Excel and Word.

As a full-time, regular position, the person hired would be enrolled in the Nevada PERS retirement system. In addition to the salary paid, the county contributes an additional 36.75% into PERS on the employee's behalf. In addition, the employee will not contribute to Social Security, resulting in an additional 6% in take-home pay. The county also pays 100% for employee-only medical, dental, vision and life insurance premiums. An employee in this position will also receive full accruals of vacation leave (8 hours per month) and sick leave (10 hours per month), in addition to 8 hours of pay for 12 paid holidays.

Position Summary:

Responsible for performing paraprofessional level administrative support to a department head and related supervisory and professional staff; may provide direction to office support staff.

Distinguishing Characteristics:

This class is distinguished from other County office support classifications in that incumbents provide administrative services for a designated department head and related supervisory or professional staff. This class is distinguished from Office Supervisor in that the latter is responsible for supervision and oversight of administrative staff.

• Demonstrates regular, reliable and punctual attendance.
• Conducts administrative, budgetary, accounting or other informational and research projects related to the activities or operational area to which assigned.
• Balances cash drawer and makes deposits; verifies that payments are posted correctly; maintains and balances petty cash; replenishes as required.
• Attends to a variety of office administrative details, such as coordinating materials and supply orders, arranging for equipment purchase and maintenance and attending meetings or serving on various task forces and committees.
• Provides contract service oversight and support; coordinates purchasing activities; reviews requests for payment, ensures that work was performed and/or materials delivered and processes invoices.
• Compiles figures for the preparation of department budget; makes standard projections for payroll and other costs; may research capital improvement and equipment costs; inputs draft and final budget information and produces final budget documents.
• Processes personnel and payroll forms; ensures that personnel-related forms and requests are in conformance with rules and regulations; conducts departmental orientations for new employees, as requested.
• Maintains accurate records and files related to the areas of assignment.
• Prepares a variety of technical, statistical and narrative reports, letters, memos and other written materials.
• Contributes to the efficiency and effectiveness of the department's service to its customers by offering suggestions and directing or participating as an active member of a team.
• Prepares and submits reports to various regulatory agencies, and other organizations.
• Provides information to the public or to County staff that requires the use of judgment and the interpretation of policies, rules or procedures.
• Drafts meeting agendas for assigned Boards; prepares agenda meeting information packets for Board members and others; prepares notices and abstracts for posting and publication of Board agendas and ordinances; posts agendas on websites as required.
• Takes notes of meetings and records/preserves the actions of Board meetings; prepares, edits and distributes meeting minutes and other documents resulting from Board actions; ensures the accuracy and integrity of agenda packets and department documentation.
• Enters and retrieves data and prepares reports using a variety of software programs; reviews such reports for accuracy and makes corrections as required; operates standard office equipment.
• May provide direction, training and review of work of office support staff.
• Acts as receptionist and receives and screens visitors and telephone calls and directs the caller to the proper person or personally handles the call; provides information which requires the use of judgment and interpretation of policies, rules and procedures.
• Represents the County with dignity, integrity, and a spirit of cooperation in all relationships with staff and the public.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

Education and Experience

High School diploma AND four (4) years of administrative support experience; OR an equivalent combination of education, training and experience.

Required Knowledge and Skills

Knowledge of:

• Policies and procedures of the department to which assigned.
• Use of specified computer applications involving word processing, data entry and/or standard report generation.
• Use of specified computer applications involving the design and management of databases or spreadsheet files and the development of special report formats.
• Business arithmetic.
• Applicable regulations, policies and statutes.
• Office administrative practices and procedures.
• Business letter writing and the standard format for typed materials.
• Record keeping principles and practices.
• Correct business English, including spelling, grammar and punctuation.
• Techniques for dealing with the public, in person and over the telephone.

Skill in:

• Performing paraprofessional level analytical and programmatic work in a variety of areas/disciplines.
• Reading and explaining rules, policies and procedures.
• Analyzing and resolving varied office administrative problems.
• Organizing, maintaining and researching office files.
• Compiling and summarizing information and preparing periodic or special reports.
• Using initiative and independent judgment within established procedural guidelines.
• Organizing own work, setting priorities and meeting critical deadlines.
• Contributing effectively to the accomplishment of team or department goals, objectives and activities.
• Establishing and maintaining effective work relationships with staff, coworkers, and the public.

Required Certificates, Licenses and Registrations

• Nevada Notary Public certificate may be required.
• Nevada driver's license may be required.

The physical demands described herein are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Mobility to work in a typical office setting and use standard office equipment; stamina to sit for extended periods of time; strength and agility to lift and carry up to 20 pounds; vision to read printed materials and a computer screen, and hearing and speech to communicate over the telephone and in person.

Conditions of Employment

1. Continued employment is contingent upon all required licenses and certificates being maintained in active status without suspension or revocation.
2. New employees are required to submit to a background investigation and if hired for a safety-sensitive position, a drug/alcohol screen. Employment is contingent upon passing the background and the drug/alcohol screen (if applicable).
3. Churchill County participates in E-Verify and will provide the Social Security Administration (SSA) and, if necessary, the Department of Homeland Security (DHS, with information from each applicant's Form I-9 to confirm work authorization. All candidates who are offered employment must complete Section 1 of the Form I-9 along with the required proof of their right to work in the United States and proof of their identity prior to starting employment. Please be prepared to provide required documentation as soon as possible after the job offer is made.