Administrative Assistant 4

State of Nevada•Las Vegas, NV

About The Position

The Nevada Department of Veterans Services is recruiting an Administrative Assistant 4 in Las Vegas, Nevada. The position provides administrative support to the Deputy Director of Healthcare Services and serves as a primary communication liaison with NDVS staff, program managers, state and external partners, community organizations, and the public on healthcare programs for Nevada veterans. The work calls for familiarity with applicable regulations, including NRS 417, Centers for Medicare and Medicaid guidelines, and State Board of Nursing standards for skilled nursing facilities. The role supports the day-to-day functions of the Department’s healthcare services through travel coordination, calendar management, meeting and event coordination, grant-position recruitment support, participation in meetings and work groups, data tracking and analysis, spreadsheet development, reporting, healthcare-program research, draft summaries, webpage monitoring, and legislative bill tracking. Administrative Assistants provide clerical, secretarial, and administrative support within State government and the Nevada System of Higher Education. Duties may include maintaining records and files; composing and editing correspondence; data entry; office management; budget monitoring and account maintenance; word processing; telephone and reception coverage; preparing meetings and taking minutes; ordering supplies; handling mail; processing forms and applications; and operating office equipment. At this level, assignments support administrators of complex divisions or managers of multiple programs, or involve specialized program duties requiring analytical and critical thinking. Positions may or may not supervise lower-level staff.

Requirements

High school graduation or equivalent education and four years of progressively responsible relevant work experience, including one or more of: administrative or program support to professional staff and management; secretarial duties for a manager; coordinating communications between a manager, staff, and program clientele; supervising subordinate staff; or researching information from internal and external sources.
Alternatively, one year of experience as an Administrative Assistant III in Nevada State service, or an equivalent combination of education and experience.
Detailed knowledge of the functions and operation of an administrative office and/or program area.
Working knowledge of supervision and training principles, and budget and financial record maintenance, if applicable to the assignment.
Ability to provide administrative and secretarial support to a division administrator or manager responsible for multiple programs and functions.
Ability to analyze problems, develop creative solutions, and make operational decisions within established authority.
Ability to supervise and oversee subordinate staff when assigned, and to plan and implement goals, performance standards, processes, and procedures.
Ability to manage an administrator’s calendar and respond to complex and sensitive inquiries.
Ability to interpret, apply, and explain complex laws, regulations, requirements, restrictions, and standards.
Ability to research complex questions and issues using historical data, current developments, and probable outcomes.
Ability to compose effective correspondence, announcements, training materials, summaries, reports, proposals, recommendations, and other written materials.
Ability to compile and analyze records and numerical and descriptive information from forms, applications, contracts, spreadsheets, invoices, and other materials.
Strong communication and organizational skills.

Responsibilities

Act as liaison for the administrator regarding agency activities, operations, and programs, and coordinate communications with administrators, agency managers, external entities, community groups, and the public.
Relay specialized and sensitive information affecting division programs and activities, and handle difficult or irate callers.
Schedule, organize, and coordinate meetings, conferences, and publicized events.
Research and investigate complaints, public inquiries, and issues raised by external entities, including legislative and governor’s office staff; review relevant historical information, precedents, regulations, statutes, and guidelines; and develop possible courses of action for the supervisor’s review.
Receive, review, and evaluate information about program-client eligibility or activities; explain program policies, regulations, and requirements professionally.
Perform specialized program-support duties, coordinate or oversee major program components, develop informational materials, ensure activities conform to goals and policies, and participate in assigned committees and work groups.
Assist professional staff with fiscal, operational, and procedural program plans by reviewing precedents, requirements, costs, and trends; plan steps to meet objectives; and develop, revise, and maintain procedures and manuals.
Compile, organize, and consolidate financial and statistical data; analyze and reconcile numerical and narrative information; develop spreadsheets and cost sheets; and prepare reports and budget documents.
Assist with projects and assignments by compiling and summarizing information and composing reports, announcements, correspondence, findings of fact, and other written materials.
Obtain and record specialized program and client information, communicate with external representatives, ensure compliance with legal requirements and policies, and develop remedies for non-compliance or refer matters as appropriate.
Maintain records and track legislative proposals, grievances, contracts, personnel matters, and project activities; establish effective recordkeeping systems and protect confidential information.
Train, supervise, and evaluate personnel as assigned; assign, prioritize, and review work; and ensure work meets timelines and quality and quantity standards.
Coordinate travel, manage calendars, support grant-position recruitment, track financial and statistical data, conduct healthcare-program research, monitor healthcare-services webpages, and track legislative bills.