Administrative Assistant 3

State of Nevada•Las Vegas, NV

13h

About The Position

The Nevada Department of Administration’s Public Works Division, Buildings and Grounds Section, is seeking an Administrative Assistant 3 in Las Vegas. The position provides administrative and fiscal support to the section, including preparing ad hoc reports, maintaining contract declining-balance reports, monitoring contracts for renewals and amendments, supporting the Certified Contract Manager, and reviewing contract invoices for accuracy, available contract authority, and coding. Fiscal duties also include processing purchase order invoices, reconciling monthly expenditures, compiling quarterly expense reports, and providing documents for budget tracking. The position assists with managing the Division’s Certified Maintenance Management System (MAXIMO), monitors and issues work orders, and may travel up to 25% of the time. Administrative Assistants perform clerical, secretarial, and administrative support work in State government or the Nevada System of Higher Education. Duties may include maintaining records and files; preparing correspondence; data entry; office management; budget monitoring and account maintenance; answering telephones; reception; preparing for meetings and taking minutes; handling supplies and mail; processing documents; and operating office equipment. The position’s listed job duties include processing applications and requests for program services, screening calls, coordinating communications, preparing meeting materials and reports, maintaining financial and statistical information, reviewing documents for compliance, researching information, and composing and distributing program materials. The job specification describes specialized assignments that require judgment, problem solving, and applying agency policies and procedures. Positions at this level 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 or statistical documents such as payroll, travel, claims, or budgeting forms; 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 as described.
Fingerprinting and/or a background check is required.
A valid driver’s license is required upon appointment.
Intermediate Excel experience.
Ability to interpret and apply complex rules, regulations, policies, and procedures; resolve inquiries and complaints; perform specialized program-support duties; coordinate communications; research and compile information; prepare reports; and coordinate projects and assignments.
Working knowledge of administrative office operations and word-processing, spreadsheet, database-management, and related business software.
General knowledge of supervision and training principles if applicable to the assignment.
Up to 25% travel.

Nice To Haves

Accounts payable experience.
Experience with computerized maintenance management systems (CMMS).

Responsibilities

Generate ad hoc reports as requested by the supervisor and management.
Maintain contract declining-balance reports and monitor contracts for renewals and amendments.
Support the Certified Contract Manager in day-to-day operations.
Review contract invoices for accuracy, available contract authority, and coding.
Process purchase order invoices, reconcile monthly expenditures, compile quarterly expense reports, and provide documents for budget tracking.
Assist with management of the Division’s Certified Maintenance Management System (MAXIMO); monitor and issue work orders.
Maintain records and files; prepare correspondence; perform data entry and office-management tasks; monitor budgets and accounts; answer telephones; handle reception, meetings, supplies, mail, and document processing.
Receive, review, approve or deny applications and service requests; make initial eligibility determinations; request clarification; explain regulations, ineligibility decisions, and appeal remedies; review appeals or refer them to higher-level staff.
Screen the manager’s calls, respond to information requests, take detailed messages, and schedule and attend meetings with external entities; prepare agendas, action items, summaries, and minutes.
Coordinate communications between the manager and internal or external staff; relay sensitive information and explain established policies and procedures.
Where assigned, supervise lower-level administrative support personnel; organize office or unit activities, establish procedures and desk manuals, resolve escalated issues, and train and evaluate staff.
Prepare financial and statistical reports; advise management about trends, funding, and expenditures; compile information for budget development.
Create spreadsheets with formulas and prepare special reports for other agencies and external entities.
Maintain and monitor financial and statistical information for accounts and program activities; ensure information is current, complete, and accurate; maintain balances and authorize expenditures within assigned limits.
Review documents for program compliance, resolve discrepancies, provide guidance, and approve documents within assigned parameters.
Where assigned, develop, maintain, monitor, and recover Web pages or sites, including procedures and backup and recovery documentation.
Compose and distribute correspondence, memoranda, reports, charts, and other program materials; explain applicable rules, regulations, guidelines, policies, and procedures.
Research information from internal and external sources, communicate with vendors about technical aspects of projects or purchases, compare information, and report findings to the supervisor.
Coordinate projects and assignments, research and compile information, prepare reports, and assist staff with computer hardware or software problems when applicable.