Administrative Aid

State of Nevada•Carson City, NV

20h•Onsite

About The Position

The Department of Employment, Training and Rehabilitation (DETR) Contributions Section is hiring for a permanent Administrative Aid position in the New Hire Unit in Carson City. This position's responsibilities are the data entry input and corrections of new hire information, reviewing incoming mail and faxes, and daily employer communication to maintain the New Hire Database/Directory while ensuring compliance with federal and state requirements as established through legislation. 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.

Requirements

Graduation from high school or equivalent education and six months of general clerical experience; OR six months of experience as a Clerical Trainee in Nevada State service; OR an equivalent combination of education and experience as described above.
General knowledge of standard office procedures such as filing, typing, duplicating materials; answering telephones and taking/sending written or electronic-mail messages; distributing mail; telephone etiquette; correct English usage, grammar and punctuation; proper spelling of commonly used words; operation of computers and other office machines; word processing software; manual and computerized recordkeeping methods; basic math; reading skills sufficient to understand information and materials related to the assignment.
Ability to use computers, telephones, paging systems, copiers, facsimile machines and other office equipment used to perform clerical work.
Ability to understand and follow oral and written directions.
Ability to communicate and work cooperatively with others including co-workers, program clientele and the public.
Ability to add, subtract, multiply and divide numbers accurately.

Responsibilities

Data entry input and corrections of new hire information.
Reviewing incoming mail and faxes.
Daily employer communication to maintain the New Hire Database/Directory.
Ensuring compliance with federal and state requirements as established through legislation.
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.
File, locate, and retrieve information according to alphabetical, numerical, coded, or other established records maintenance systems.
Arrange materials for storage, disposal, or preservation according to established procedures.
Record data and maintain routine records of addresses, telephone numbers, staff schedules and attendance, activity logs and subject files.
Duplicate, collate, assemble, and distribute materials according to established agency policies and procedures.
Pick up, receive, open, date stamp, sort and deliver mail and other materials to agency staff.
Type materials such as correspondence and reports.
Create and/or maintain non-complex databases and spreadsheets such as address lists and logs according to explicit instructions.
Enter data in computer terminal according to clearly defined instructions and criteria.
Review data for completeness.
Refer incomplete, illegible, or incorrect data and documents to higher level staff for resolution.
Maintain production logs as assigned.
Receive, code and review applications, forms, documents and payments for completeness, correctness and compliance with clearly established requirements and regulations.
Monitor, maintain, and inventory office supplies to support activities of the work unit.
Reorder standard office supplies and equipment from approved vendors according to clearly established procedures.
Receive, store, issue, ship, and inventory stocked materials and supplies in a stores or warehouse environment.
Complete required documentation and maintain related records.
Perform basic clerical accounting tasks.
Receive invoices and verify the completeness and accuracy of specific information.
Code information for invoice payment based on clear-cut procedures and instructions.
Check arithmetic calculations.
Maintain petty cash fund balances.
Assemble, sort and batch documents and information for processing.
Perform receptionist duties and answer telephones.
Greet office callers and visitors and provide basic information regarding agency activities.
Answer general questions, send prepared brochures or informational materials to requestors, and refer callers/visitors to appropriate personnel or offices.