ADMINISTRATIVE ASSISTANT 4

State-of-Nevad; Carson City (NV); On-site; USD 40,000 - 55,000; Full time

Job summary

Nevada Department of Transportation (NDOT) is seeking an Administrative Assistant 4 for the Accounting/Payroll Division in Carson City. The incumbent serves as the front-line contact, handles calls and emails, and maintains the division’s SharePoint site and budget.

Strong clerical and data-entry skills are required. The role includes travel backup, HR liaison duties for hiring, coding tickets for IT and Buildings staff, and coordinating paper checks and invoices each pay cycle.

Qualifications

• Graduation from high school or equivalent education and four years of progressively responsible relevant work experience.
• Or one year of experience as an Administrative Assistant III in Nevada State service.
• Or an equivalent combination of education and experience.

Responsibilities

• Maintain the front desk, answer calls, emails, and mail room correspondence.
• Provide backup for travel; HR liaison for filling openings and scheduling interviews.
• Create tickets for IT and facilities services and manage office supplies and budget.
• Maintain Accounting Division’s SharePoint site for accuracy and completeness.
• Coordinate payments and invoices by mail and courier during each pay cycle.
• Communicate professionally with team members and external entities.

Skills

Administrative support

Budget monitoring

Records management

Communication

Office administration

Education

High school diploma or equivalent

Tools

SharePoint

Job description

The Nevada Department of Transportation (NDOT) is recruiting for an Administrative Assistant 4 for our Accounting/Payroll Division. The incumbent serves as the primary contact between NDOT employees and Accounting/Payroll. The candidate maintains the front desk, answers phone calls, emails, and retrieves correspondence from the mail room. The Administrative Assistant 4 provides backup for travel as needed, serves as HR Liaison for filling open positions, scheduling interviews, directing new hires and workstation set ups, creates tickets for Accounting and Payroll staff for IT and Buildings and Grounds as needed, picks up and distributes paper checks and late invoices via Fed-Ex and certified mail each pay cycle as needed, maintains Accounting Division’s SharePoint site for accuracy and completeness, maintains supplies and orders as needed within the Accounting Division’s budget. schedules shred services and payments into Payment Voucher System and clearly, effectively and professionally communicate with the team. ** Applicants must be authorized to work for ANY employer in the U.S. We are unable to sponsor or take over sponsorship of an employment Visa. Please note that this position is on-site and does not offer remote work options. The Job Duties section listed in this announcement reflects the Statewide Class Specifications for all positions and does not fully correlate with the specific duties of this position. **

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 four years of progressively responsible relevant work experience which included experience in one or more of the following areas: providing administrative/program support to professional staff and management; performing secretarial duties in support of a manager; coordinating communications between the manager, staff and program clientele; supervision of subordinate staff; researching information from internal and external sources; OR one year of experience as an Administrative Assistant III in Nevada State service; OR an equivalent combination of education and experience.

Additional Position Requirements

• Experience in Accounting and/or Payroll
• Act as liaison for the administrator regarding agency activities, operations and programs; coordinate communications with other administrators, agency managers, leaders of external entities, community groups and the general public; relay specialized and sensitive information which impacts division programs and activities; defuse irate callers who insist upon speaking with the administrator; schedule, organize and coordinate meetings, conferences and publicized events.
• Research and investigate complaints, public inquiries and issues raised by external entities including the legislature and governor’s office staff; review and evaluate historical information, precedents and applicable regulations, statute and guidelines; develop alternative courses of action and probable outcomes based on available information and projections for the supervisor’s review.
• Receive, review and evaluate information concerning the eligibility and/or activities of program clientele; interpret and explain program policies, regulations and requirements to individuals who may have opposing viewpoints, varying agendas, and vested personal interests; provide information in a professional manner to individuals who may be confrontational, uncooperative and unpleasant.
• Perform specialized duties in support of one or more agency programs; implement, coordinate and oversee a major component of a complex program; develop and produce informational materials as requested by the supervisor; ensure program activities conform to established goals and policies; represent the program by participating in ongoing and ad hoc committees and work groups as assigned.
• Assist professional staff in developing fiscal, operational and procedural program plans by studying historical precedents, present requirements, and projected costs and trends; plan the sequence of detailed steps required to accomplish program objectives; develop, revise and maintain specific procedures and manuals.
• Compile, organize and consolidate financial and statistical data required to assist in the development of the budget of a major work unit; analyze and reconcile numerical data and narrative information; develop spreadsheets to facilitate data analysis; compile cost sheets; prepare reports and budget documents according to specific instructions from the Budget Office.
• Assist professional staff with projects and assignments; compile and summarize information; compose narrative reports, announcements, correspondence, findings of fact and other materials using appropriate grammar, punctuation, spelling and syntax.
• Obtain and record specialized information concerning program activities and clientele and communicate with representatives of external entities as required; ensure compliance with legal requirements and procedures, agency policies and program guidelines; develop remedies for non-compliance or refer to appropriate personnel according to established procedures.
• Maintain records and track the progress and outcome of legislative proposals, grievances, contracts, personnel and project activities; develop and implement effective and efficient recordkeeping systems and ensure that information is logically organized, appropriately cross-referenced, and accessible to users; ensure confidentiality of sensitive information which is not part of the public record.
• Train, supervise and evaluate the performance of personnel as assigned; assign, prioritize and review work; ensure completed work products meet required timelines and standards of quality and quantity.

Working knowledge of:

principles of supervision and training if applicable to the assignment; maintenance of budget and financial records if applicable to the assignment.

Ability to:

provide administrative assistance and secretarial support to a division administrator or the manager of a major work unit with responsibility for multiple programs and functions; analyze problems and develop creative solutions; supervise and oversee the work of subordinate staff as assigned; plan, develop and implement production goals, work performance standards and specific processes and procedures required to complete projects and ongoing assignments; manage the administrator’s calendar as requested; receive and respond to inquiries involving complex and sensitive issues which directly impact agency staff, operations and activities; make operational decisions related to program activities and office management within established limits of authority; interpret, apply and explain complex laws, regulations, requirements, restrictions and standards to program clientele, representatives of external entities and other agencies, and others; research and investigate complex questions and issues requiring the review and consideration of historical data, current developments and probable outcomes; compose effective correspondence, announcements, training materials, narrative summaries and reports, proposals and recommendations and other written materials; compile and analyze records, numerical and descriptive information from forms, applications, contracts, spreadsheets, invoices and other materials.

Recruiter Contact Information

Clark Mandichak - [e-mail]