ADMINISTRATIVE ASSISTANT 2 for ELKO-MINIMUM QUALIFICATIONS WAIVED

State of Nevada (NV); Elko (NV); On-site; USD 40,000 - 60,000; Full time

Job summary

The Nevada Department of Public Safety's Nevada Highway Patrol in Elko seeks an Administrative Assistant 2 to support training logistics and perform essential clerical duties for the division.

Responsibilities include entering training certificates, scheduling sessions for troopers and staff, tracking room bookings and supplies, maintaining inventory, and assisting with court-related tasks while communicating professionally with the public and partner agencies.

Qualifications

• High school diploma or equivalent; 2 years of clerical experience preferred.
• Experience handling records, forms, and customer assistance.
• Ability to use multiple office software and online tools.

Responsibilities

• Enter training certificates into the reporting system.
• Schedule training for Troopers, Admin, and Command Staff.
• Track room bookings and office supplies; manage stock spreadsheets.
• Distribute and track inventory assigned to Troopers in the reporting system.
• Complete weekly court runs delivering warrants and paperwork.

Skills

Public communication

Computer literacy

Office software

Customer service

Education

High school diploma or equivalent

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

OneDrive

Job description

The Department of Public Safety is recruiting to fill an Administrative Assistant 2 position within the Nevada Highway Patrol in Elko. The incumbent will enter training certificates into the reporting system; schedule training for the Troopers, Admin, and Command Staff; track bookings of the training room; track and order supplies as needed; maintain a spreadsheet of all supplies in stock and ordered; distribute and track inventory assigned to new and established Troopers in the reporting system; complete weekly runs to the courts for the purpose of delivering warrants and paperwork; and perform back up duties as assigned. The chosen candidate will demonstrate the ability to communicate with the public, sworn officers, courts, DA’s office, defense attorneys, public defenders, NDOT, DPS Human Resources, other NHP commands/stations in a calm and professional manner; navigate various computer applications with ease; and have a working knowledge of the internet and the Microsoft Office Suite to include Word, Excel, Outlook, and One Drive.

Graduation from high school or equivalent education and two years of clerical and administrative support experience which included experience in one or more of the following areas: maintaining records and files; preparing a variety of materials using a personal computer or word processor; assisting customers in completing forms and applications; and/or performing secretarial duties in support of professional staff; OR one year of experience as an Administrative Assistant I in Nevada State service; OR an equivalent combination of education and experience.

Receive and process applications and requests for program services; review information provided and make initial eligibility determinations based on established criteria and requirements; contact applicants and various entities for additional information; receive appeals from ineligible applicants and refer to appropriate staff for response or disposition.

Supervise a unit of file clerks, data entry operators, unit clerks or switchboard operators who provide routine administrative support to the organization by maintaining records and files, entering data in computer equipment, and answering telephones and greeting visitors; organize and coordinate unit activities; train, supervise and evaluate the performance of assigned personnel; ensure work products meet established standards of quantity and quality.

Maintain financial records and track balances for general ledger groups and/or categories including operating, equipment, travel, and staff development; prepare accounts payable and receivable documents and assign accounting codes in compliance with established rules, regulations and procedures which may include contractual and grant limitations; reconcile internal records and reports to those of the Controller’s Office.

Receive, review, code and process a variety of clerical accounting documents including invoices, claims, billing forms and other materials used in the agency and/or program area to which assigned; ensure conformance to established formats, time frames and regulations.

Serve as the pay clerk for an agency; review timesheets for completeness, authorized signatures, correct calculation of hours, adequate leave balances, and attachment of required documentation; contact employees, supervisors and staff in the pay center regarding discrepancies and make necessary corrections; batch and enter data in a computerized payroll system; prepare time adjustment sheets as needed.

Assist management in budget preparation by reviewing and extracting historical accounting data and report findings; oversee and record specific budgetary expenses by line item and provide status reports.

Format, edit and produce a variety of complex materials such as brochures, newsletters, flyers, presentations, charts, graphs, instructional materials, medical/clinical transcription, non-standard reports and other items using computer equipment and software; maintain complex databases and spreadsheets; convert documents for Internet usage and maintain Web hyperlinks as assigned.

Establish and maintain complex recordkeeping systems including indexed and cross-referenced materials for the work unit considering confidentiality and accessibility of information and storage space available; release information upon receipt of properly executed consent agreements or court orders according to legal or regulatory requirements, and/or agency policies and procedures; develop purging and archiving procedures according to established records retention schedules.

Prepare and maintain property inventory records for a major work unit; assign identification tags; title agency vehicles as required by law; perform periodic physical inventory to reconcile agency records with those of State Purchasing; arrange for disposition of excess property according to policy.

Positions at this level provide administrative and/or program support in an assigned program, section, or division of an agency. Incumbents may serve in a generalist capacity and perform a variety of support duties or they may perform program-specific duties. Assignments are varied, involving different and/or unrelated processes and methods that require evaluation of several alternative courses of action. The focus is on specific desired end products, and the incumbent has the latitude to select the most appropriate methods and tools to get the job done within established administrative guidelines, regulations, or instructions. Errors are not always subject to direct verification or checking, may result in lost efficiency due to repetition of work, and affect the accuracy, reliability, or acceptability of work products. Incumbents obtain and verify information from a variety of sources and provide information that requires explanation of a variety of regulations, requirements, and procedures. Positions at this level may or may not supervise lower level staff.

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:

administrative support functions.

General knowledge of:

financial and statistical recordkeeping methods.

Ability to:

provide administrative support to agency/program staff and managers; apply complex agency and/or program regulations, requirements and policies to specific situations; receive, review and process a variety of documents according to established guidelines, policies, regulations and timelines; type, format and produce technical documents and/or medical/clinical transcription using a personal computer and appropriate word processing, spreadsheet and/or database management software; establish, organize and maintain complex filing systems including indexed and cross-referenced materials; organize clerical assignments and establish appropriate timelines; communicate effectively both orally and in writing; arrange and schedule meetings and appointments; prepare agendas and take minutes at meetings; train and supervise subordinate staff as assigned; compile, organize and summarize data for inclusion in reports.