Administrative Assistant 1

State of Nevada•Nevada, NV

22h•Onsite

About The Position

The Division of Social Services is recruiting for an Administrative Assistant 1 (AA1) in Hawthorne, NV. The AA1 plays a key role in the delivery of outstanding professional customer service to the entire staff of DSS, customers and community partners. This position is responsible for a wide range of general administrative support functions including but not limited to scanning documents, general filing and records maintenance, scheduling appointments, issuing Electronic Benefit Transfer (EBT) cards, greeting and triaging lobby customers and answering/screening/directing telephone calls.

Requirements

Graduation from high school or equivalent education and one year of clerical experience which included experience in one or more of the following areas: maintaining records, answering telephones, and reviewing forms, documents and other written materials; OR six months of experience as an Administrative Aid in Nevada State service; OR an equivalent combination of education and experience.
Working knowledge of: standard office procedures, practices and methods; word processing software; data entry techniques; recordkeeping techniques; telephone etiquette.
General knowledge of: business English; business software including spreadsheets and database management; basic customer service skills; basic financial and statistical recordkeeping methods; clerical accounting procedures.
Ability to: provide administrative support to agency staff in program and management activities; apply and explain rules, regulations, policies and procedures related to a specific program or service; read and understand manuals and other detailed written materials; review applications and other documents for completeness and conformance to established procedures and requirements; maintain records including manual and electronic files; process timesheets, payroll documents, purchase orders, invoices, claims, and related materials according to clearly established procedures; enter data in computer equipment and resolve data discrepancies; type, format and produce correspondence, reports and other materials using a personal computer or typewriter; compose routine business correspondence.
Skill in: the operation and use of office equipment; typing at a rate of speed designated by the hiring authority.

Responsibilities

Provide program support duties such as assisting program clientele in person and on the telephone; explain application procedures and essential eligibility requirements; review basic forms and applications for completeness and standardized criteria; send out determination notices and contact clientele regarding inconsistent or incomplete information using standard forms and correspondence; receive, receipt and account for fees and money received.
Perform secretarial duties in support of an assigned supervisor or work unit; schedule appointments; arrange internal agency meetings and travel; open, screen and route mail and respond to routine items not requiring the supervisor’s attention; answer telephones, take messages and relay factual information to others as requested by the supervisor.
Retrieve and compile financial, statistical, and narrative information for inclusion in recurring reports related to work unit activities; summarize data as required for ad hoc reports; search specific sites on the Internet for factual information as directed.
Gather information to assist in preparing and processing documents related to payroll, personnel, budget, accounts, and other information related to agency programs and activities; complete required forms or record actions on-line in accordance with State regulations and agency policies; compile and sort documents; match and verify identifying information; check arithmetic calculations.
Receive payments, prepare receipts and match payment to receivable document; post payments to receivable accounts; prepare vouchers payable and assign accounting codes for general ledger groups and/or categories as assigned; review and compare internal accounting records to budget status reports; check account information and respond to inquiries from clients or vendors.
Type, format, produce and duplicate reports, correspondence and other documents using word processing, spreadsheet and associated business software; perform production typing from rough drafts or tapes; format documents received via disk, electronic mail or other means; check and correct spelling, punctuation and grammar as needed.
Order, receive, and store office supplies, forms, and equipment according to established procedures and instructions; prepare and process purchase orders, requisitions, or other documentation.
Maintain unit or program related records and files in accordance with agency policies and procedures and established records retention schedules; locate and supply information requested by the public using various internal files; purge duplicate and outdated materials.
Perform data entry assignments, entering data from a variety of documents and resolving coding problems referred by lower level staff which may include illegible, incomplete or incorrect data; review and edit reports related to data entered; back up data and transfer files to host system; and schedule system maintenance.
Prepare mailings to agencies and clientele to various locations according to established distribution lists and postal regulations; package and send items via express carriers as required by time and cost constraints.