Administrative Assistant 2 - Minimum Qualifications Waived

State of Nevada • Elko, NV

2d • Onsite

About The Position

The Nevada Department of Transportation is hiring for an Admin Assistant 2 based out of Elko, NV. Duties for this position involve processing and entering information for the Nevada Department of Transportation programs using various software applications, assisting with budget planning and reporting, processing payment vouchers and billing claims, assisting with budget preparation, accounts payable, accounts receivable, and customer service. Position also provides administrative support across District III. Background check is required for 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.

Requirements

• Graduation from high school or equivalent education and two years of clerical and administrative support experience which included experience in one or more of the following areas: maintaining records and files; preparing a variety of materials using a personal computer or word processor; assisting customers in completing forms and applications; and/or performing secretarial duties in support of professional staff; OR one year of experience as an Administrative Assistant I in Nevada State service; OR an equivalent combination of education and experience.
• Working knowledge of administrative support functions.
• General knowledge of financial and statistical recordkeeping methods.
• Ability to provide administrative support to agency/program staff and managers.
• Ability to apply complex agency and/or program regulations, requirements and policies to specific situations.
• Ability to receive, review and process a variety of documents according to established guidelines, policies, regulations and timelines.
• Ability to type, format and produce technical documents and/or medical/clinical transcription using a personal computer and appropriate word processing, spreadsheet and/or database management software.
• Ability to establish, organize and maintain complex filing systems including indexed and cross-referenced materials.
• Ability to organize clerical assignments and establish appropriate timelines.
• Ability to communicate effectively both orally and in writing.
• Ability to arrange and schedule meetings and appointments.
• Ability to prepare agendas and take minutes at meetings.
• Ability to train and supervise subordinate staff as assigned.
• Ability to compile, organize and summarize data for inclusion in reports.

Nice To Haves

• Supervise subordinate staff as assigned.

Responsibilities

• Receive and process applications and requests for program services; review information provided and make initial eligibility determinations based on established criteria and requirements; contact applicants and various entities for additional information; receive appeals from ineligible applicants and refer to appropriate staff for response or disposition.
• Supervise a unit of file clerks, data entry operators, unit clerks or switchboard operators who provide routine administrative support to the organization by maintaining records and files, entering data in computer equipment, and answering telephones and greeting visitors; organize and coordinate unit activities; train, supervise and evaluate the performance of assigned personnel; ensure work products meet established standards of quantity and quality.
• Maintain financial records and track balances for general ledger groups and/or categories including operating, equipment, travel, and staff development; prepare accounts payable and receivable documents and assign accounting codes in compliance with established rules, regulations and procedures which may include contractual and grant limitations; reconcile internal records and reports to those of the Controller’s Office.
• Receive, review, code and process a variety of clerical accounting documents including invoices, claims, billing forms and other materials used in the agency and/or program area to which assigned; ensure conformance to established formats, time frames and regulations.
• Serve as the pay clerk for an agency; review timesheets for completeness, authorized signatures, correct calculation of hours, adequate leave balances, and attachment of required documentation; contact employees, supervisors and staff in the pay center regarding discrepancies and make necessary corrections; batch and enter data in a computerized payroll system; prepare time adjustment sheets as needed.
• Assist management in budget preparation by reviewing and extracting historical accounting data and report findings; oversee and record specific budgetary expenses by line item and provide status reports.
• Format, edit and produce a variety of complex materials such as brochures, newsletters, flyers, presentations, charts, graphs, instructional materials, medical/clinical transcription, non-standard reports and other items using computer equipment and software; maintain complex databases and spreadsheets; convert documents for Internet usage and maintain Web hyperlinks as assigned.
• Establish and maintain complex recordkeeping systems including indexed and cross-referenced materials for the work unit considering confidentiality and accessibility of information and storage space available; release information upon receipt of properly executed consent agreements or court orders according to legal or regulatory requirements, and/or agency policies and procedures; develop purging and archiving procedures according to established records retention schedules.
• Prepare and maintain property inventory records for a major work unit; assign identification tags; title agency vehicles as required by law; perform periodic physical inventory to reconcile agency records with those of State Purchasing; arrange for disposition of excess property according to policy.

Benefits

• The State of Nevada is an equal opportunity employer dedicated to building diverse, inclusive, and innovative work environments with employees who reflect our communities and enthusiastically serve them. All applicants are considered without regard to race, color, national origin, religion or belief, age, disability, sex, sexual orientation, gender identity or expression, pregnancy, domestic partnership, genetic information (GINA), or compensation and/or wages.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED