ADMINISTRATIVE ASSISTANT 3

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

Job summary

State of Nevada Department of Public Safety in Carson City is seeking an Administrative Assistant 3 to support the Fire Marshal’s Office. Responsibilities include coordinating public body meetings, preparing meeting materials, and handling travel for Commissioners and staff.

The role also involves website maintenance, budget/reconciliation tasks, records management, and customer service by phone or in person. Working schedule is 8:00am–5:00pm, Monday to Friday, with potential changes as needed.

Qualifications

• High school diploma or equivalent required; three years admin/related experience including records, public/customer relations, payroll/travel/budgeting forms.
• One year experience as Administrative Assistant II in Nevada State service may substitute for the three years experience.

Responsibilities

• Coordinate public body meetings to comply with Nevada Open Meeting Law.
• Prepare and maintain meeting information and agendas; maintain files.
• Coordinate travel for Commissioners and staff; provide liaison between Commissioners and staff.

Education

High school diploma or equivalent

Three years progressively responsible admin/related experience

One year Admin Assistant II Nevada State service

Job description

The Department of Public Safety is recruiting to fill an Administrative Assistant 3 position within the Fire Marshal’s Office in Carson City. The incumbent primarily serves as an assistant for the State Emergency Response Commission (SERC) and will be responsible for coordinating public body meetings in compliance with Nevada Open Meeting Law; preparing and maintaining meeting information; maintaining the website; maintaining files; coordinating travel for Commissioners and staff; providing liaison between Commissioners; maintaining the hazmat database; performing account record and budget reconciliation; tracking reports and payments as required by state law and federal regulation; and providing customer service by phone, in office, or in outreach activities. The typical work schedule is Monday through Friday from 8:00am to 5:00pm and is subject to change based on organizational needs.

Graduation from high school or equivalent education and three years of progressively responsible relevant work experience which included experience in one or more of the following areas: maintenance of complex records and files; public/customer relations including explaining detailed policies, regulations and requirements; preparation and processing of financial and statistical documents such as payroll, travel, claims and budgeting forms; and assisting staff and management with projects and activities; OR one year of experience as an Administrative Assistant II in Nevada State service; OR an equivalent combination of education and experience as described above.

Receive, review, approve or deny applications and requests for program services; make initial eligibility determinations; contact applicants for additional information and clarification as required; explain reasons for ineligibility, program regulations and requirements, and available remedies such as an appeal process; review appeals and make initial determinations or refer to higher level staff for response or disposition.

Screen the manager’s calls, assessing the relative importance of each call; respond to requests for information; defuse irate clients/callers who may have been referred by lower level staff; take detailed messages concerning issues of significance to the agency; schedule and attend meetings with external entities; prepare agendas and action items; transcribe and distribute written summaries or minutes.

Coordinate communications between the manager and other professional and administrative staff both within and outside the work unit; receive and relay sensitive information related to agency activities, personnel and clientele; provide explanations regarding established policies and procedures.

Supervise a unit of lower level administrative support personnel who perform duties representative of the Administrative Assistant II level; plan, organize and oversee the activities and operations of the office or unit; establish and implement procedures and desk manuals; perform the most complex assignments and resolve issues and problems referred by subordinate staff or the supervisor; train and evaluate the performance of assigned personnel.

Prepare reports which summarize financial and statistical information related to the work unit’s budget, accounts, activities, program clientele and operations; advise management of unusual trends, funding levels and expenditures; assist with budget development by compiling information to support projected expenditures in specific areas such as operating costs, travel costs and staff development.

Create spreadsheets including formulas to organize, display and summarize data, facilitate analysis and identify interrelationships; prepare special reports for other agencies and external entities.

Maintain and monitor financial and statistical information related to agency accounts, travel, licenses, bonding, grants, programs and activities, revenues and expenses; ensure data is current, complete and accurate; maintain current balances; authorize expenditures within clearly designated areas of responsibility and spending limitations established by regulation.

Review documents prepared by others for program compliance; identify discrepancies, resolve problems and provide guidance to lower level staff; authorize and approve documents within assigned parameters.

Develop, design, install and maintain multiple Web pages and/or Web sites of significant size, scope and complexity; resolve design conflicts; monitor Web site performance and overall integrity; prepare, implement and enforce Web site administrator procedures; provide Web site maintenance, repair and recovery; develop backup and recovery documents.

Compose documents and materials including correspondence, memoranda, reports, charts and other items in support of program and agency operations; provide and explain information including applicable rules, regulations, guidelines, policies and procedures; distribute materials to concerned parties according to established distribution lists or on an as-needed basis. Research information from a variety of internal and external sources including the Internet for projects which may include unique purchases; identify sources of information and communicate with vendors and others concerning technical aspects of the project/purchase; evaluate and compare information; report findings to the supervisor.

Positions at this level provide secretarial support to the manager of a complex work group consisting of professional staff and subordinate supervisors or they perform program, administrative or support duties. Assignments require problem solving and performance of specialized duties within the framework of agency/program policies, procedures, requirements, and applicable regulations. Additionally, initiative and judgment are required to determine the priority of assignments and to structure tasks to accomplish program and administrative objectives within established schedules and timelines. The work is specialized and involves circumstances requiring adaptation of different approaches or methods to solve problems. Errors affect the timely provision of services to the manager, program staff and clientele and may cause inconvenience and financial loss to program clientele. Incumbents exchange specialized program related information and explain detailed regulations and procedures to agency staff and program clientele including why and how regulations apply to their specific situation or problem. Completed work products are reviewed periodically by the supervisor or the users within or outside the agency. 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:

functions and operation of an administrative office; operation and use of word processing, spreadsheet, database management and other associated business software.

General knowledge of:

principles of supervision and training if applicable to the assignment.

Ability to:

interpret and apply complex rules, regulations, policies and procedures to specific problems and situations; receive inquiries and resolve complaints from staff and program clientele; perform specialized duties in support of program activities; coordinate communications with other work groups, both within and outside the agency; organize, coordinate and oversee the work of subordinate staff as required to meet schedules and timelines if required by the assignment; research information from a variety of departmental and external sources; compile and update information and prepare reports related to specific program/management activities; coordinate a variety of projects and assignments; assist agency staff in resolving computer hardware and software related problems and malfunctions, if applicable to the assignment.