ADMINISTRATIVE ASSISTANT 2 - MINIMUM QUALIFICATIONS WAIVED - ELKO

State of Nevada (NV); Elko (NV); On-site; USD 42,000 - 56,000; Full time

Job summary

Nevada Department of Wildlife seeks an Administrative Assistant 2 for the Data and Technology Services Division in Elko. The role supports licensing, vessel titling, and hunting/fishing permit issuance under NRS/NAC, with in-person customer service and strong data processing duties.

Responsibilities include assisting with licenses, online accounts, and applications, handling calls/emails, and performing daily sales reconciliations.

Qualifications

• High school diploma or equivalent required with 2 years clerical/administrative experience.
• Experience supporting customers in person and via phone/email preferred.
• Ability to operate a variety of office equipment and manage multiple tasks.

Responsibilities

• Assist customers in-person with licensing, vessel titling/registration, and related services.
• Process applications, respond to inquiries, and support online accounts and big game applications.
• Support call center operations, daily sales reconciliations, and filing/recordkeeping.

Skills

Customer service

Public interaction

Communication

Interpersonal skills

Organizational skills

Multitasking

Office equipment operation

Education

High school diploma or equivalent

2 years clerical/administrative support experience

Administrative Assistant I experience (Nevada state service)

Job description

Nevada Department of Wildlife is hiring for an Administrative Assistant 2 position with the Data and Technology Services Division located in Elko. The incumbent will learn and apply policies and procedures related to vessel titling and registration, as well as the issuance of hunting and fishing licenses, in accordance with the Nevada Revised Statutes (NRS) and the Nevada Administrative Code (NAC). The position duties will include assisting customers in-person with various needs and requests including but not limited to hunting/fishing license sales, vessel titling/registration and boat inspections, assisting with online customer accounts and big game applications, interpret laws, regulations, policies and procedures, checking in harvested animals, answering phones, responding to emails, special license and permit applications, working the customer support call center and performing daily sales reconciliations, in addition to other administrative tasks. Incumbent will need to be comfortable working with the public, have excellent communication and interpersonal skills, and able to work in a fast-paced environment. Position requires ability to operate a variety of office equipment and have strong organizational abilities. Various computer applications and programs are utilized to effectively carry out the position’s duties. The position’s schedule is Monday-Friday 8:00am to 5:00pm, with some travel and occasional overtime, depending on departmental needs.

Administrative Assistants perform a broad variety of clerical, secretarial and administrative support duties in an assigned agency, program or other work unit within State government and the Nevada System of Higher Education (NSHE). Typical duties include maintaining records and files; composing and editing correspondence; data entry; office management; budget monitoring and accounts maintenance; typing and word processing; answering telephones and relaying information; reception; duplicating and distributing materials; preparing for meetings and taking minutes; ordering and stocking supplies and equipment; receiving, sorting and delivering mail; reviewing and processing applications, forms and other documents; operating office equipment such as copiers, personal computers, computer terminals, calculators, facsimile machines, printers, and other equipment; and performing related duties as assigned.

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/

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.