ADMINISTRATIVE ASSISTANT 3

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

Job summary

The State of Nevada's Public Works Division, Buildings and Ground Section in Carson City invites applications for an Administrative Assistant 3. The role focuses on monitoring, coding and auditing invoices, reconciling payables, and coordinating with management to ensure timely processing of financial documents.

The position also supports budget information requests and MAXIMO maintenance tasks. Additional duties include preparing reports, maintaining records, and assisting with office

Qualifications

• Three years of progressively responsible relevant work experience including areas such as maintenance of complex records and files; public/customer relations; financial and statistical documents processing; and staff support.
• OR one year of experience as an Administrative Assistant II in Nevada State service; OR an equivalent combination of education and experience.

Responsibilities

• Monitor, review and process Division invoices; code, track and audit for timely submission; reconcile payables in DAWN/CORE.
• Coordinate with management to ensure invoices are accurate and processed timely; manage expenditure logs and provide expense reports.
• Assist with budget information requests; review fiscal documents for supervisor or management.
• Assist with MAXIMO maintenance management system; monitor and issue work orders; ensure agency charge-backs are coded correctly and submit monthly billing reports.

Education

High school diploma or equivalent

Tools

Excel

Job description

The Public Works Division, Buildings and Ground Section of the Nevada Department of Administration is seeking an Administrative Assistant 3 in Carson City. This position is responsible for monitoring, reviewing and processing Division invoices, coding, tracking and auditing for timely submission, utilizing DAWN/CORE to reconcile and track payables, coordinate with management and Administrative Services Division to ensure invoices are accurate and processed timely. Manage and reconcile expenditure logs, provide expense reports when requested, assist with requests for budget information, review fiscal documents as needed/requested by the supervisor or management. Assist with the management of the Division's Certified Maintenance Management System (MAXIMO), monitor and issue work orders as necessary, ensure agency charge-backs are coded correctly and submit monthly reports to the Administrative Services Division for billing.

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.

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.

Additional Position Requirements

• Fingerprinting and/or background check is required.
• Valid Driver's License is required upon appointment.
• Up to 25% of travel.
• Intermediate Excel experience.

Preferred Qualifications

• Accounts payable experience.
• Computerized Maintenance Management Systems (CMMS).

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.