Administrative Assistant 4

State of Nevada•Carson City, NV

17h•Onsite

About The Position

The Attorney General's Office is seeking to fill an Administrative Assistant 4 in Carson City. This position directly supports the Ombudsman for Domestic Violence, Sexual Assault, and Human Trafficking. The incumbent will prepare and post agendas and meeting notes for several committees and task forces, as well as help write fatality reviews, legislative reports, and best practices for advocates, law enforcement, judges, and prosecutors. The successful candidate will have strong proficiency in Microsoft programs, including PowerPoint and Excel, for formatting statewide trainings and conducting extensive data reporting and analysis to help inform public policy. This position is also heavily involved in tracking legislative bills and the coordination of meetings, calendars, and travel during the legislative session. Due to the nature of this work, applicants should be prepared for exposure to explicit content related to domestic violence, sexual assault, and human trafficking. Administrative Assistants perform a broad variety of clerical, secretarial and administrative support duties in an assigned agency, program or other work unit within State government and the Nevada System of Higher Education (NSHE). Typical duties include maintaining records and files; composing and editing correspondence; data entry; office management; budget monitoring and accounts maintenance; typing and word processing; answering telephones and relaying information; reception; duplicating and distributing materials; preparing for meetings and taking minutes; ordering and stocking supplies and equipment; receiving, sorting and delivering mail; reviewing and processing applications, forms and other documents; operating office equipment such as copiers, personal computers, computer terminals, calculators, facsimile machines, printers, and other equipment; and performing related duties as assigned.

Requirements

Graduation from high school or equivalent education and four years of progressively responsible relevant work experience which included experience in one or more of the following areas: providing administrative/program support to professional staff and management; performing secretarial duties in support of a manager; coordinating communications between the manager, staff and program clientele; supervision of subordinate staff; researching information from internal and external sources.
One year of experience as an Administrative Assistant III in Nevada State service.
An equivalent combination of education and experience.
Strong proficiency in Microsoft programs, including PowerPoint and Excel.

Nice To Haves

Experience in domestic violence, sexual assault, and human trafficking.
Experience with fatality reviews, legislative reports, and best practices for advocates, law enforcement, judges, and prosecutors.
Experience with data reporting and analysis to inform public policy.
Experience with tracking legislative bills.
Experience with coordinating meetings, calendars, and travel during the legislative session.

Responsibilities

Prepare and post agendas and meeting notes for several committees and task forces.
Help write fatality reviews, legislative reports, and best practices for advocates, law enforcement, judges, and prosecutors.
Format statewide trainings and conduct extensive data reporting and analysis using Microsoft PowerPoint and Excel.
Track legislative bills and coordinate meetings, calendars, and travel during the legislative session.
Act as liaison for the administrator regarding agency activities, operations and programs.
Coordinate communications with other administrators, agency managers, leaders of external entities, community groups and the general public.
Relay specialized and sensitive information which impacts division programs and activities.
Defuse irate callers who insist upon speaking with the administrator.
Schedule, organize and coordinate meetings, conferences and publicized events.
Research and investigate complaints, public inquiries and issues raised by external entities including the legislature and governor’s office staff.
Review and evaluate historical information, precedents and applicable regulations, statute and guidelines.
Develop alternative courses of action and probable outcomes based on available information and projections for the supervisor’s review.
Receive, review and evaluate information concerning the eligibility and/or activities of program clientele.
Interpret and explain program policies, regulations and requirements to individuals who may have opposing viewpoints, varying agendas, and vested personal interests.
Provide information in a professional manner to individuals who may be confrontational, uncooperative and unpleasant.
Perform specialized duties in support of one or more agency programs.
Implement, coordinate and oversee a major component of a complex program.
Develop and produce informational materials as requested by the supervisor.
Ensure program activities conform to established goals and policies.
Represent the program by participating in ongoing and ad hoc committees and work groups as assigned.
Assist professional staff in developing fiscal, operational and procedural program plans by studying historical precedents, present requirements, and projected costs and trends.
Plan the sequence of detailed steps required to accomplish program objectives.
Develop, revise and maintain specific procedures and manuals.
Compile, organize and consolidate financial and statistical data required to assist in the development of the budget of a major work unit.
Analyze and reconcile numerical data and narrative information.
Develop spreadsheets to facilitate data analysis.
Compile cost sheets.
Prepare reports and budget documents according to specific instructions from the Budget Office.
Assist professional staff with projects and assignments.
Compile and summarize information.
Compose narrative reports, announcements, correspondence, findings of fact and other materials using appropriate grammar, punctuation, spelling and syntax.
Obtain and record specialized information concerning program activities and clientele and communicate with representatives of external entities as required.
Ensure compliance with legal requirements and procedures, agency policies and program guidelines.
Develop remedies for non-compliance or refer to appropriate personnel according to established procedures.
Maintain records and track the progress and outcome of legislative proposals, grievances, contracts, personnel and project activities.
Develop and implement effective and efficient recordkeeping systems and ensure that information is logically organized, appropriately cross-referenced, and accessible to users.
Ensure confidentiality of sensitive information which is not part of the public record.
Train, supervise and evaluate the performance of personnel as assigned.
Assign, prioritize and review work.
Ensure completed work products meet required timelines and standards of quality and quantity.