ADMINISTRATIVE ASSISTANT 1

State of Nevada; Hawthorne (NV); On-site; USD 36,000 - 56,000; Full time

Job summary

The State of Nevada's Division of Social Services in Hawthorne, NV seeks an Administrative Assistant 1 to deliver professional customer service to staff, customers and partners. The role encompasses broad administrative tasks including scanning, filing, scheduling, issuing EBT cards, greeting lobby customers and answering phones.

Key duties include assisting program clientele, explaining application procedures, processing forms, payroll and budget-related tasks, data entry, and producing reports

Qualifications

• High school diploma or equivalent; one year clerical experience or six months as Administrative Aid in Nevada State service.
• Experience with filing, answering phones, and reviewing forms and documents.
• Proficiency with standard office software and data entry.

Responsibilities

• Provide program support to clients in person and by telephone; explain procedures and eligibility requirements.
• Perform secretarial duties; schedule meetings; arrange travel; handle mail and routine communications.
• Compile data for reports and assist with payroll, budget and accounts processing.
• Type, format and produce reports and correspondence; ensure accuracy and grammar.
• Order supplies and maintain records in accordance with policies; back up data and schedules.

Skills

Clerical experience

Telephone etiquette

Recordkeeping

Data entry

Education

High school diploma or equivalent

Tools

Word processing software

Spreadsheets

Office software

Job description

• No Nevada state income tax.

Job Summary

The Division of Social Services is recruiting for an Administrative Assistant 1 (AA1) in Hawthorne, NV.

The AA1 plays a key role in the delivery of outstanding professional customer service to the entire staff of DSS, customers and community partners. This position is responsible for a wide range of general administrative support functions including but not limited to scanning documents, general filing and records maintenance, scheduling appointments, issuing Electronic Benefit Transfer (EBT) cards, greeting and triaging lobby customers and answering/screening/directing telephone calls.

Essential Qualifications

Graduation from high school or equivalent education and one year of clerical experience which included experience in one or more of the following areas: maintaining records, answering telephones, and reviewing forms, documents and other written materials; OR six months of experience as an Administrative Aid in Nevada State service; OR an equivalent combination of education and experience.

Job Duties

Provide program support duties such as assisting program clientele in person and on the telephone; explain application procedures and essential eligibility requirements; review basic forms and applications for completeness and standardized criteria; send out determination notices and contact clientele regarding inconsistent or incomplete information using standard forms and correspondence; receive, receipt and account for fees and money received.

Perform secretarial duties in support of an assigned supervisor or work unit; schedule appointments; arrange internal agency meetings and travel; open, screen and route mail and respond to routine items not requiring the supervisor’s attention; answer telephones, take messages and relay factual information to others as requested by the supervisor.

Retrieve and compile financial, statistical, and narrative information for inclusion in recurring reports related to work unit activities; summarize data as required for ad hoc reports; search specific sites on the Internet for factual information as directed.

Gather information to assist in preparing and processing documents related to payroll, personnel, budget, accounts, and other information related to agency programs and activities; complete required forms or record actions on-line in accordance with State regulations and agency policies; compile and sort documents; match and verify identifying information; check arithmetic calculations.

Receive payments, prepare receipts and match payment to receivable document; post payments to receivable accounts; prepare vouchers payable and assign accounting codes for general ledger groups and/or categories as assigned; review and compare internal accounting records to budget status reports; check account information and respond to inquiries from clients or vendors.

Type, format, produce and duplicate reports, correspondence and other documents using word processing, spreadsheet and associated business software; perform production typing from rough drafts or tapes; format documents received via disk, electronic mail or other means; check and correct spelling, punctuation and grammar as needed.

Order, receive, and store office supplies, forms, and equipment according to established procedures and instructions; prepare and process purchase orders, requisitions, or other documentation.

Maintain unit or program related records and files in accordance with agency policies and procedures and established records retention schedules; locate and supply information requested by the public using various internal files; purge duplicate and outdated materials.

Perform data entry assignments, entering data from a variety of documents and resolving coding problems referred by lower level staff which may include illegible, incomplete or incorrect data; review and edit reports related to data entered; back up data and transfer files to host system; and schedule system maintenance.

Prepare mailings to agencies and clientele to various locations according to established distribution lists and postal regulations; package and send items via express carriers as required by time and cost constraints.

Positions at this level perform clerical and secretarial duties in support of a work unit or program in an assigned agency. Incumbents may specialize in word processing, data entry, telephone/reception duties, files/records maintenance, transcription, or other assignments or they may serve in a generalist capacity and perform many of the duties described in the series concept. At this level, work involves interrelated and/or recurring tasks that require following standardized, sequential steps, processes, or procedures. Assignments are structured and specific guidelines are available in procedure manuals and/or written or verbal instructions. Deviations from standard practices require prior approval by the supervisor, who is generally available to answer questions and make decisions, or professional staff within the work unit. Errors generally affect immediate or surrounding work units or a particular phase of agency operations and could create inconvenience to co-workers and program clientele. Incumbents obtain factual information, resolve procedural problems and discrepancies, and explain standard procedures, program requirements and/or practices. Positions at this level may or may not supervise lower level staff.

Knowledge, Skills, And Abilities

This job specification lists the major knowledge, skills and abilities of the job and is not all inclusive. Incumbent(s) will be expected to have knowledge, skills and abilities from a previous level.

Working knowledge of: standard office procedures, practices and methods; word processing software; data entry techniques; recordkeeping techniques; telephone etiquette.

General knowledge of: business English; business software including spreadsheets and database management; basic customer service skills; basic financial and statistical recordkeeping methods; clerical accounting procedures.

Ability to: provide administrative support to agency staff in program and management activities; apply and explain rules, regulations, policies and procedures related to a specific program or service; read and understand manuals and other detailed written materials; review applications and other documents for completeness and conformance to established procedures and requirements; maintain records including manual and electronic files; process timesheets, payroll documents, purchase orders, invoices, claims, and related materials according to clearly established procedures; enter data in computer equipment and resolve data discrepancies; type, format and produce correspondence, reports and other materials using a personal computer or typewriter; compose routine business correspondence.

Skill in: the operation and use of office equipment; typing at a rate of speed designated by the hiring authority.

Recruiter Contact Information

Ana Maria Ornellas [e-mail]

The State of Nevada is an equal opportunity employer dedicated to building diverse, inclusive, and innovative work environments with employees who reflect our communities and enthusiastically serve them. All applicants are considered without regard to race, color, national origin, religion or belief, age, disability, sex, sexual orientation, gender identity or expression, pregnancy, domestic partnership, genetic information (GINA), or compensation and/or wages.

Benefits Include

• Health Insurance: Medical, dental, life, and disability insurance programs for employees and their dependents/family are offered through the Public Employees’ Benefits Program (PEBP).
• Vacation: Accrual of three weeks of annual leave each year.
• Sick Leave: Accrual of three weeks of sick leave each year.
• Holidays: 12 paid holidays per year.
• Retirement: Participation in the Nevada Public Employees Retirement System (PERS). Employees do not contribute to Social Security but will contribute to PERS if their position is at 50% or more full-time equivalency. For more information on how PERS service may impact Social Security benefits, visit the SSA publication.
• Deferred Compensation: The State offers a voluntary Deferred Compensation Program.
• No Nevada state income tax.
• Public Service Loan Forgiveness: Eligible due to public sector employment.
• Longevity Payments Eligibility: Employees who have received a performance rating of “standard” or better and have completed eight (8) or more years of continuous service are eligible for longevity pay.

Additional benefits

may apply to employees covered under a Collective Bargaining Agreement (CBA), depending on their designated bargaining unit. For more information, visit the Labor Relations Unit (LRU).

For more details about your rights and responsibilities as a State of Nevada employee, please review the State of Nevada Employee Handbook (PDF).

• State Holidays The holiday schedule for State employees is established by the Legislature.

The Following Are Legal Holidays

January 1.............................................. New Year's Day

Third Monday in January.................. Martin Luther King, Jr.'s Birthday

Third Monday in February................ Washington’s Birthday

Last Monday in May........................... Memorial Day

June 19................................................ Juneteenth Day

July 4.................................................... Independence Day

First Monday in September.............. Labor Day

Last Friday in October....................... Nevada Day

November 11........................................ Veterans' Day

Fourth Thursday in November........ Thanksgiving Day

Friday following the Fourth Thursday in November...................... Family Day

December 25........................................ Christmas Day

When January 1, June 19, July 4, November 11, or December 25 falls on a Saturday, the preceding Friday is the observed legal holiday. If these days fall on Sunday, the following Monday is the observed holiday. Eligibility for holiday pay is covered by the provisions of NAC 284.255

01

• Graduation from high school or equivalent education and one year of clerical experience which included experience in one or more of the following areas: maintaining records, answering telephones, and reviewing forms, documents and other written materials.
• Six months of experience as an Administrative Aid in Nevada State service.
• An equivalent combination of education and experience as described above.
• None of the above.

02

• Yes
• No

03

• Yes
• No
• Required Question