ADMINISTRATIVE ASSISTANT 2-MINIMUM QUALIFICATIONS WAIVED, PAHRUMP

State of Nevada; Pahrump (NV); On-site; USD 42,000 - 54,000; Full time

Job summary

State of Nevada in Pahrump is seeking an Administrative Assistant 2 to support the Parole and Probation Division. The role involves maintaining records, composing correspondence, data entry, and office management, including budget monitoring and reception duties.

Candidates must have a high school diploma or equivalent and clerical experience; alternative paths include Nevada state service Administrative Assistant I or an equivalent combination of education and experience.

Qualifications

• Graduation from high school or equivalent; two years clerical/administrative support experience.
• Experience maintaining records and files and preparing materials using a PC/word processor.
• Experience assisting customers with forms and applications; or one year as Administrative Assistant I in Nevada State service.
• Equivalent combination of education and experience acceptable.

Responsibilities

• Maintain records, compose/edit correspondence, and perform data entry.
• Office management, budget monitoring and accounts maintenance.
• Answer phones, reception, and distribute materials; process documents.
• Supervise a unit of clerical staff and coordinate unit activities.
• Prepare financial records, accounts payable/receivable, and coding.
• Format, edit, and produce complex materials; manage filing systems.
• Assist management with budget preparation and historical data extraction.
• Process payroll-related documents and time adjustments as needed.

Skills

Data entry

Recordkeeping

Budget monitoring

Typing

Office management

Communication skills

Education

High school diploma or equivalent

Job description

The Department of Public Safety is recruiting for an Administrative Assistant 2 within the Parole and Probation Division in Pahrump. Under the direction of the Sergeant, the incumbent will be responsible for maintaining records; 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; ordering and stocking supplies and equipment; receiving, sorting, and delivering mail; reviewing and processing documents; operating office equipment such as copiers, personal computers, computer terminals, calculators, fax machines, printers, and other equipment; and performing related duties as assigned.

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