Administrative Assistant 4

State of Nevada•Reno, NV

1d•Onsite

About The Position

The Aging and Disability Services Division (ADSD) is currently recruiting for an Admin Assistant 4 in Reno/Sparks, Nevada. This recruitment may be used to fill current and future vacancies as they occur in the following program: Sierra Regional Center (SRC). This position will support the Agency Manager and will be responsible for supervising 4–6 staff. Incumbents possess a degree of knowledge and proficiency sufficient to perform mid-level work and may provide work direction and training to others. The incumbent provides secretarial support and must have general knowledge of Microsoft Office applications, use the telephone in a professional manner, and communicate clearly, concisely, and appropriately. Incumbents will frequently use a computer or laptop for email and clerical tasks and may utilize state and/or personal vehicles for business purposes. Assignments require problem-solving and the performance of specialized duties within the framework of agency and program policies, procedures, requirements, and applicable regulations. Additionally, initiative and judgment are required to determine the priority of assignments and to structure tasks to accomplish program and administrative objectives within established schedules and timelines. 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 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; OR one year of experience as an Administrative Assistant III in Nevada State service; OR an equivalent combination of education and experience.
General knowledge of Microsoft Office applications.
Ability to use the telephone in a professional manner.
Ability to communicate clearly, concisely, and appropriately.
Ability to use a computer or laptop for email and clerical tasks.
Ability to utilize state and/or personal vehicles for business purposes.
Problem-solving skills.
Ability to determine the priority of assignments and structure tasks to accomplish program and administrative objectives within established schedules and timelines.
Detailed knowledge of functions and operation of an administrative office and/or program area.
Working knowledge of principles of supervision and training if applicable to the assignment.
Working knowledge of maintenance of budget and financial records if applicable to the assignment.
Ability to provide administrative assistance and secretarial support to a division administrator or the manager of a major work unit with responsibility for multiple programs and functions.
Ability to analyze problems and develop creative solutions.
Ability to supervise and oversee the work of subordinate staff as assigned.
Ability to plan, develop and implement production goals, work performance standards and specific processes and procedures required to complete projects and ongoing assignments.
Ability to manage the administrator’s calendar as requested.
Ability to receive and respond to inquiries involving complex and sensitive issues which directly impact agency staff, operations and activities.
Ability to make operational decisions related to program activities and office management within established limits of authority.
Ability to interpret, apply and explain complex laws, regulations, requirements, restrictions and standards to program clientele, representatives of external entities and other agencies, and others.
Ability to research and investigate complex questions and issues requiring the review and consideration of historical data, current developments and probable outcomes.
Ability to compose effective correspondence, announcements, training materials, narrative summaries and reports, proposals and recommendations and other written materials.
Ability to compile and analyze records, numerical and descriptive information from forms, applications, contracts, spreadsheets, invoices and other materials.

Responsibilities

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.