Administrative Assistant 4

State of Nevada•Carson City, NV

16h•Onsite

About The Position

The Administrative Services Division (ASD) of the Department of Administration is seeking an Administrative Assistant 4 in Carson City. This division serves as the central fiscal agent for over 70 budget accounts across various state agencies, primarily supporting the Department of Administration agencies, elected officials, and small state entities lacking their own fiscal staff. This role is the primary point of contact for P-Cards and Travel Card Programs for ASD and its client agencies, involving card management, activity monitoring, auditing, and reporting on unauthorized transactions. The position also handles travel requests and claims, ensuring accuracy and compliance. Additionally, it supports general office and front desk operations, including mail handling, supply ordering, phone coverage, and document retention. The role assists Accounts Payable, Accounts Receivable, and Analyst teams as needed to ensure smooth administrative operations.

Requirements

Graduation from high school or equivalent education.
Four years of progressively responsible relevant work experience, including 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.
OR one year of experience as an Administrative Assistant III in Nevada State service.
OR an equivalent combination of education and experience.

Nice To Haves

Experience in P-Card and Travel Card Programs.
Experience with fiscal operations and budget monitoring.
Experience in accounts payable and accounts receivable.
Experience in recruitment processes.
Experience with document retention systems.

Responsibilities

Serve as the primary point of contact for P-Cards and Travel Card Programs, including card activation/deactivation, monitoring and auditing cardholder activity, investigating unauthorized transactions, and providing activity reports.
Act as a point of contact for travel requests and claims for ASD and client agencies, ensuring accuracy and compliance with policies and procedures.
Support general office and front desk operations, including daily mail handling, supply ordering, phone coverage, and document retention.
Provide assistance to the Accounts Payable, Accounts Receivable, and Analyst teams as needed.
Act as a 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 impacting 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.
Review and evaluate historical information, precedents, and applicable regulations, statutes, and guidelines.
Develop alternative courses of action and probable outcomes for 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 with potentially opposing viewpoints.
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 committees and work groups.
Assist professional staff in developing fiscal, operational, and procedural program plans.
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 for budget development.
Analyze and reconcile numerical data and narrative information.
Develop spreadsheets to facilitate data analysis.
Compile cost sheets and prepare reports and budget documents.
Assist professional staff with projects and assignments.
Compile and summarize information.
Compose narrative reports, announcements, correspondence, findings of fact, and other materials.
Obtain and record specialized information concerning program activities and clientele.
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.
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.
Ensure information is logically organized, appropriately cross-referenced, and accessible.
Ensure confidentiality of sensitive information.
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.