Administrative Assistant 2 - Minimum Qualifications Waived

State of Nevada•Reno, NV

15h•Onsite

About The Position

The Data and Technology Services Division at Nevada Department of Wildlife is recruiting for an Administrative Assistant 2 in the Western Region office in Reno. The incumbents are the first point of contact for outdoor enthusiasts and boaters, and the role is critical to the department's mission. Incumbents are responsible for providing exceptional customer service to the public and serving as a liaison between the department and the community. The position duties will include assisting customers in-person with various needs and requests including but not limited to: hunting/fishing license sales, special license and permit applications, vessel titling/registration and boat inspections, assisting with online customer accounts and big game applications, interpret laws, regulations, policies and procedures, checking in harvested animals, answering phones, responding to emails, working the customer support call center and performing daily sales reconciliations, in addition to other administrative tasks. The Nevada Department of Wildlife is committed to protecting the state's native species. Your passion for wildlife conservation and your ability to communicate effectively with the public will be vital to promoting the department's mission and securing funding for conservation efforts. Incumbents should have excellent communication and interpersonal skills, as well as strong organizational abilities. Incumbents need to be comfortable working with the public and able to multitask in a fast-paced environment. The position’s schedule is Monday-Friday 8:00am to 5:00pm, with some travel and occasional overtime, depending on departmental needs.

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; apply complex agency and/or program regulations, requirements and policies to specific situations; receive, review and process a variety of documents according to established guidelines, policies, regulations and timelines; 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; establish, organize and maintain complex filing systems including indexed and cross-referenced materials; organize clerical assignments and establish appropriate timelines; communicate effectively both orally and in writing; arrange and schedule meetings and appointments; prepare agendas and take minutes at meetings; train and supervise subordinate staff as assigned; compile, organize and summarize data for inclusion in reports.

Nice To Haves

Passion for wildlife conservation
Ability to communicate effectively with the public
Excellent communication and interpersonal skills
Strong organizational abilities
Comfortable working with the public
Able to multitask in a fast-paced environment

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.
Positions at this level provide administrative and/or program support in an assigned program, section, or division of an agency. Incumbents may serve in a generalist capacity and perform a variety of support duties or they may perform program-specific duties. Assignments are varied, involving different and/or unrelated processes and methods that require evaluation of several alternative courses of action. The focus is on specific desired end products, and the incumbent has the latitude to select the most appropriate methods and tools to get the job done within established administrative guidelines, regulations, or instructions. Errors are not always subject to direct verification or checking, may result in lost efficiency due to repetition of work, and affect the accuracy, reliability, or acceptability of work products. Incumbents obtain and verify information from a variety of sources and provide information that requires explanation of a variety of regulations, requirements, and procedures. Positions at this level may or may not supervise lower level staff.