Administrative Assistant 3

State of Nevada•Carson City, NV

About The Position

The Community and Provider Engagement Unit (CPEU) in the Director’s Office of the Nevada Health Authority is seeking an Administrative Assistant 3 in Carson City. The position supports the Medicaid Advisory Committee and Beneficiary Advisory Council, provides administrative support to the Deputy Director of Community Engagement & Workforce Development, and provides general administrative support to CPEU. It is also responsible for creating minutes for the advisory committees overseen by CPEU. Administrative Assistants perform clerical, secretarial, and administrative support duties for an assigned State government or Nevada System of Higher Education work unit. Duties may include maintaining records and files; composing and editing correspondence; data entry; office management; budget monitoring and account maintenance; word processing; answering telephones; reception; distributing materials; preparing for meetings and taking minutes; ordering supplies and equipment; handling mail; processing applications and documents; operating office equipment; and related duties. Positions at this level provide secretarial support to a manager of a complex work group or perform program, administrative, or support duties. Assignments require problem solving and specialized work within agency policies and regulations, along with initiative and judgment to prioritize assignments and meet schedules. Work may require adapting methods to solve problems. Completed work is reviewed periodically by a supervisor or users within or outside the agency. Positions may or may not supervise lower-level staff.

Requirements

High school graduation or equivalent education and three years of progressively responsible relevant work experience, including one or more of the following: maintaining complex records and files; public or customer relations involving detailed policies, regulations, and requirements; preparing and processing financial and statistical documents; or assisting staff and management with projects and activities.
Alternatively, one year of experience as an Administrative Assistant II in Nevada State service, or an equivalent combination of education and experience.
Working knowledge of administrative office functions and operation and use of word-processing, spreadsheet, database-management, and associated business software.
Ability to interpret and apply complex rules, regulations, policies, and procedures to specific problems and situations.
Ability to receive inquiries and resolve complaints from staff and program clientele.
Ability to perform specialized duties supporting program activities and coordinate communications with other work groups inside and outside the agency.
Ability to organize, coordinate, and oversee subordinate staff work as required by the assignment.
Ability to research information, compile and update information, prepare reports, and coordinate projects and assignments.
Ability to assist agency staff with computer hardware and software problems when applicable to the assignment.

Responsibilities

Receive, review, approve, or deny applications and requests for program services; make initial eligibility determinations; request additional information; explain ineligibility, requirements, regulations, and appeal remedies; and review appeals or refer them for disposition.
Screen the manager’s calls, assess their importance, respond to information requests, take detailed messages, and address irate callers.
Schedule and attend meetings with external entities; prepare agendas and action items; and transcribe and distribute written summaries or minutes.
Coordinate communications between the manager and staff inside and outside the work unit, relay sensitive information, and explain established policies and procedures.
Plan, organize, and oversee office or unit activities; establish procedures and desk manuals; handle complex assignments and escalated issues; and train and evaluate assigned personnel when applicable.
Prepare reports summarizing financial and statistical information about budgets, accounts, activities, clientele, and operations; inform management of trends, funding levels, and expenditures; and assist with budget development.
Create spreadsheets with formulas and prepare special reports for other agencies and external entities.
Maintain and monitor financial and statistical information related to accounts, travel, licenses, bonding, grants, programs, activities, revenues, and expenses; ensure accuracy and current balances; and authorize expenditures within assigned limits.
Review documents for program compliance, resolve discrepancies, guide lower-level staff, and authorize or approve documents within assigned parameters.
Develop, design, install, and maintain websites or web pages; resolve design conflicts; monitor performance and integrity; establish administrator procedures; perform maintenance and recovery; and prepare backup and recovery documents.
Compose correspondence, memoranda, reports, charts, and other program materials; explain applicable rules and procedures; and distribute materials to appropriate parties.
Research information from internal and external sources, identify sources, communicate with vendors about project or purchase technical matters, compare information, and report findings to the supervisor.
Support the Medicaid Advisory Committee and Beneficiary Advisory Council, the Deputy Director of Community Engagement & Workforce Development, and the Community and Provider Engagement Unit.