Administrative Assistant 3

State of Nevada • Elko, NV

2d • Onsite

About The Position

The Aging and Disability Services Division (ADSD) is currently recruiting for an Admin Assistant 3 in Elko, Nevada. This recruitment may be used to fill current and future vacancies as they occur in the following program: Adult Protective Services (APS). The incumbent provides secretarial support to managers and the chief; assists in coordinating virtual and in-person meetings and training sessions; schedules and attends meetings with external entities, prepares agendas and action items; and distributes meeting minutes or summaries. The incumbent also compiles case information and arranges travel. Additional duties include front desk coverage, ordering, receiving and storing office supplies, forms, and equipment, preparing and processing purchase orders according to agency procedures. Maintaining APS records and files in accordance with agency policies and established records retention schedules, archiving as required. The position drafts and edits correspondence; assists statewide staff with client record requests; processes and routes Law Enforcement reports per policy; redacts records as directed; and duplicates and distributes APS materials. They will arrange travel and reserve fleet vehicles for APS staff; assist with taking fleet vehicles to motor pool for service when needed. Collaborate with other ADSD programs, community, and social service programs to coordinate services for APS clients. Communicate effectively and professionally, both verbally and in writing, with diverse audiences. ADSD fosters a positive, inclusive, and diverse work environment that values innovation, teamwork, and collaboration. The mission of ADSD is to empower individuals and their support systems by providing resources for disabilities and aging - connecting Nevadans to services and improving their quality of life.

Requirements

• Graduation from high school or equivalent education and three years of progressively responsible relevant work experience which included experience in one or more of the following areas: maintenance of complex records and files; public/customer relations including explaining detailed policies, regulations and requirements; preparation and processing of financial and statistical documents such as payroll, travel, claims and budgeting forms; and assisting staff and management with projects and activities.
• OR one year of experience as an Administrative Assistant II in Nevada State service.
• OR an equivalent combination of education and experience as described above.
• Working knowledge of functions and operation of an administrative office.
• Working knowledge of operation and use of word processing, spreadsheet, database management and other associated business software.
• General knowledge of principles of supervision and training if applicable to the assignment.
• 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 in support of program activities.
• Ability to coordinate communications with other work groups, both within and outside the agency.
• Ability to organize, coordinate and oversee the work of subordinate staff as required to meet schedules and timelines if required by the assignment.
• Ability to research information from a variety of departmental and external sources.
• Ability to compile and update information and prepare reports related to specific program/management activities.
• Ability to coordinate a variety of projects and assignments.
• Ability to assist agency staff in resolving computer hardware and software related problems and malfunctions, if applicable to the assignment.

Nice To Haves

• Positions at this level may or may not supervise lower level staff.

Responsibilities

• Provides secretarial support to managers and the chief.
• Assists in coordinating virtual and in-person meetings and training sessions.
• Schedules and attends meetings with external entities, prepares agendas and action items, and distributes meeting minutes or summaries.
• Compiles case information and arranges travel.
• Performs front desk coverage.
• Orders, receives, and stores office supplies, forms, and equipment.
• Prepares and processes purchase orders according to agency procedures.
• Maintains APS records and files in accordance with agency policies and established records retention schedules, archiving as required.
• Drafts and edits correspondence.
• Assists statewide staff with client record requests.
• Processes and routes Law Enforcement reports per policy.
• Redacts records as directed.
• Duplicates and distributes APS materials.
• Arranges travel and reserves fleet vehicles for APS staff.
• Assists with taking fleet vehicles to motor pool for service when needed.
• Collaborates with other ADSD programs, community, and social service programs to coordinate services for APS clients.
• Communicates effectively and professionally, both verbally and in writing, with diverse audiences.
• Receives, reviews, approves or denies applications and requests for program services.
• Makes initial eligibility determinations.
• Contacts applicants for additional information and clarification as required.
• Explains reasons for ineligibility, program regulations and requirements, and available remedies such as an appeal process.
• Reviews appeals and makes initial determinations or refers to higher level staff for response or disposition.
• Screens the manager’s calls, assessing the relative importance of each call.
• Responds to requests for information.
• Defuses irate clients/callers who may have been referred by lower level staff.
• Takes detailed messages concerning issues of significance to the agency.
• Coordinates communications between the manager and other professional and administrative staff both within and outside the work unit.
• Receives and relays sensitive information related to agency activities, personnel and clientele.
• Provides explanations regarding established policies and procedures.
• Supervises a unit of lower level administrative support personnel who perform duties representative of the Administrative Assistant II level.
• Plans, organizes and oversees the activities and operations of the office or unit.
• Establishes and implements procedures and desk manuals.
• Performs the most complex assignments and resolves issues and problems referred by subordinate staff or the supervisor.
• Trains and evaluates the performance of assigned personnel.
• Prepares reports which summarize financial and statistical information related to the work unit’s budget, accounts, activities, program clientele and operations.
• Advises management of unusual trends, funding levels and expenditures.
• Assists with budget development by compiling information to support projected expenditures in specific areas such as operating costs, travel costs and staff development.
• Creates spreadsheets including formulas to organize, display and summarize data, facilitate analysis and identify interrelationships.
• Prepares special reports for other agencies and external entities.
• Maintains and monitors financial and statistical information related to agency accounts, travel, licenses, bonding, grants, programs and activities, revenues and expenses.
• Ensures data is current, complete and accurate.
• Maintains current balances.
• Authorizes expenditures within clearly designated areas of responsibility and spending limitations established by regulation.
• Reviews documents prepared by others for program compliance.
• Identifies discrepancies, resolves problems and provides guidance to lower level staff.
• Authorizes and approves documents within assigned parameters.
• Develops, designs, installs and maintains multiple Web pages and/or Web sites of significant size, scope and complexity.
• Resolves design conflicts.
• Monitors Web site performance and overall integrity.
• Prepares, implements and enforces Web site administrator procedures.
• Provides Web site maintenance, repair and recovery.
• Develops backup and recovery documents.
• Composes documents and materials including correspondence, memoranda, reports, charts and other items in support of program and agency operations.
• Provides and explains information including applicable rules, regulations, guidelines, policies and procedures.
• Distributes materials to concerned parties according to established distribution lists or on an as-needed basis.
• Researches information from a variety of internal and external sources including the Internet for projects which may include unique purchases.
• Identifies sources of information and communicates with vendors and others concerning technical aspects of the project/purchase.
• Evaluates and compares information.
• Reports findings to the supervisor.

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.

What This Job Offers

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