Senior Administrative Assistant - Invoicing, Budget & CMMS

State-of-Nevad; 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 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