ADMINISTRATIVE ASSISTANT 2 - MINIMUM QUALIFICATIONS WAIVED

State-of-Nevad; Lovelock (NV); On-site; USD 38,000 - 54,000; Full time

Job summary

State-of-Nevad is seeking an Administrative Assistant II in Lovelock, NV to perform a broad range of clerical and administrative duties within Rural Clinics, under the Division of Public and Behavioral Health. The role includes reception duties, data entry, eligibility checks, and supervision of support staff.

The position requires strong organizational skills, experience with records management and accounting processes, and the ability to prepare meetings and minutes.

Qualifications

• High school diploma or equivalent and two years clerical/administrative support experience.
• One year of Administrative Assistant I in Nevada State service.
• Equivalent combination of education and experience.

Responsibilities

• Assisting consumers / reception duties
• Data entry into Avatar electronic health record
• Verifying insurance eligibility, coverage details, prior authorization, and co-pays
• Office management and accounts maintenance
• Answering telephones and relaying information
• Distributing supplies and mail
• Composing and editing correspondence
• Preparing for meetings and taking minutes
• Ordering and stocking supplies and equipment
• Receive and process applications and requests for program services; determine initial eligibility; contact applicants for information; handle appeals
• Supervise a unit of file clerks, data entry operators, unit clerks or switchboard operators; train and evaluate staff

Skills

Administrative support

Clerical work

Customer assistance

Education

High school diploma or equivalent

Two years clerical/administrative support experience

One year Administrative Assistant I in Nevada State service

Job description

Position Overview

The Division of Public and Behavioral Health: Rural Clinics (RC) has an opening for a full time Administrative Assistant 2 in Lovelock, NV. Rural Clinics provides an array of outpatient behavioral health services for both adults and children in 16 clinics which are located in 12 counties across Rural Nevada. Services are generally provided Monday through Friday from 8:00 am to 5:00 pm. Services assist individuals to achieve self-sufficiency and recovery and follow Agency protocols and reimbursement guidelines. Rural Clinics provides ongoing training including release time to attend training not Agency-sponsored.

This position performs clerical support functions, including assisting consumers/reception duties; data entry into computer including Avatar electronic health record; verifying insurance eligibility, confirming coverage details, prior authorizations requirements, and co-pay responsibilities; office management; accounts maintenance; answering telephones and relaying information; distributing supplies and mail; composing and editing correspondence; preparing for meetings and taking minutes; ordering and stocking supplies and equipment.

Key Responsibilities

• Assisting consumers / reception duties
• Data entry into computer including Avatar electronic health record
• Verifying insurance eligibility, confirming coverage details, prior authorization requirements, and co-pay responsibilities
• Office management; accounts maintenance
• Answering telephones and relaying information
• Distributing supplies and mail
• Composing and editing correspondence
• Preparing for meetings and taking minutes
• Ordering and stocking supplies and equipment
• 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

Qualifications

• 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
• One year of experience as an Administrative Assistant I in Nevada State service
• An equivalent combination of education and experience

Additional Information

PER EXECUTIVE ORDER 2026-002, ALL MINIMUM QUALIFICATIONS HAVE BEEN WAIVED FOR THIS POSITION UNTIL DECEMBER 31, 2026. Please refer to the link for more information: https://gov.nv.gov/Newsroom/ExecOrders/Executive-Orders/

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