Administrative Assistant 3

State of Nevada•Carson City, NV

16h•Onsite

About The Position

The Public Works Division, Buildings and Ground Section of the Nevada Department of Administration is seeking an Administrative Assistant 3 in Carson City. The position monitors, reviews, and processes Division invoices, including coding, tracking, and auditing them for timely submission. It uses DAWN/CORE to reconcile and track payables and coordinates with management and the Administrative Services Division to ensure invoices are accurate and processed on time. The role also manages and reconciles expenditure logs, provides expense reports, assists with budget information requests, and reviews fiscal documents as requested. The position assists with management of the Division's Certified Maintenance Management System (MAXIMO), monitors and issues work orders as necessary, verifies agency charge-backs are correctly coded, and submits monthly reports to the Administrative Services Division for billing. Administrative Assistants provide clerical, secretarial, and administrative support across State government and the Nevada System of Higher Education, including records and files, correspondence, data entry, office management, budget and account maintenance, reception, meeting preparation, mail, document processing, and operation of office equipment. Assignments at this level involve specialized program, administrative, or support duties within agency policies and regulations. They require problem solving, initiative, judgment in prioritizing work, and adapting methods to address issues. Work products are periodically reviewed, and errors may delay services or cause inconvenience or financial loss. The position may provide secretarial support to a manager of a complex work group and may or may not supervise lower-level staff.

Requirements

High school graduation or equivalent education and three years of progressively responsible relevant work experience involving one or more of: complex records and files; public or customer relations and explaining detailed requirements; preparation and processing of financial or 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.
Fingerprinting and/or a background check is required.
A valid driver’s license is required upon appointment.
Up to 25% travel.
Intermediate Excel experience.
Ability to interpret and apply complex rules, regulations, policies, and procedures to specific situations.
Ability to resolve inquiries and complaints, perform specialized program support, coordinate communications and projects, research information, compile data, and prepare reports.
Ability to organize and oversee subordinate staff when required by the assignment.
Working knowledge of administrative office functions and word processing, spreadsheet, database management, and related business software.
General knowledge of supervision and training principles if applicable to the assignment.

Nice To Haves

Accounts payable experience.
Experience with Computerized Maintenance Management Systems (CMMS).

Responsibilities

Monitor, review, code, track, audit, and process Division invoices for timely submission.
Use DAWN/CORE to reconcile and track payables, coordinating with management and the Administrative Services Division to ensure invoices are accurate and timely.
Manage and reconcile expenditure logs, provide expense reports, assist with budget information requests, and review fiscal documents as requested.
Assist with management of MAXIMO, monitor and issue work orders as necessary, verify agency charge-backs are correctly coded, and submit monthly billing reports.
Receive, review, approve or deny applications and requests for program services; make initial eligibility determinations, request clarification, explain requirements and remedies, and review or refer appeals.
Screen and respond to the manager’s calls and information requests, take detailed messages, and schedule and attend meetings with external entities; prepare agendas, action items, and meeting 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.
Where assigned, supervise lower-level administrative support personnel; plan and oversee office or unit operations, establish procedures and desk manuals, resolve escalated issues, and train and evaluate personnel.
Prepare financial and statistical reports on budgets, accounts, activities, clientele, and operations; advise management about trends, funding levels, and expenditures; support budget development.
Create spreadsheets with formulas to organize, display, and summarize data, support analysis, and prepare special reports for agencies and external entities.
Maintain and monitor financial and statistical information related to accounts, travel, licenses, bonding, grants, programs, revenues, and expenses; ensure records are accurate and current, maintain balances, and authorize expenditures within assigned limits.
Review documents for program compliance, identify discrepancies, resolve problems, guide lower-level staff, and approve documents within assigned parameters.
As applicable, develop, design, install, maintain, monitor, and support Web pages or sites, including procedures, maintenance, repair, recovery, and backup documentation.
Compose correspondence, memoranda, reports, charts, and other materials; explain applicable rules and procedures and distribute materials to appropriate parties.
Research information from internal and external sources, communicate with vendors about technical aspects of projects or purchases, compare information, and report findings.
Perform clerical and administrative support duties such as maintaining records, data entry, answering telephones, reception, duplicating and distributing materials, ordering supplies, handling mail, processing documents, and operating office equipment.