Administrative Assistant III - Department of Education

Nevada System of Higher Education • North Las Vegas, NV

2d

About The Position

The College of Southern Nevada appreciates your interest in employment at our growing institution. We want your application process to go smoothly and quickly. We ask that you keep in mind the following when completing your application: Once you start the application process you cannot save your work. Please ensure you have all required attachment(s) available to complete your application before you begin the process. Required attachments are listed below on the posting. Your application will not be considered without the required attachments. Please note that applications must be submitted prior to the close of the recruitment. Once a recruitment has closed, applications will no longer be accepted. If you are unable to attach the required documents to your online application or need assistance regarding the application process, please contact the Talent Acquisition team within Human Resources via email at [email protected] or call [phone] to be directed to the appropriate Recruiter. Job Description Based on the volume of applications received this recruitment may close at any time. Applicants are encouraged to apply as soon as possible. Under direct supervision, responsibilities include but are not limited to: Receive, review, approve or deny applications and requests for program services. Make initial eligibility determinations. Contact applicants for additional information and clarification as required. Explain reasons for ineligibility, program regulations and requirements, and available remedies such as an appeal process. Review appeals and make initial determinations or refer to higher level staff for response or disposition. Screen the manager’s calls, assessing the relative importance of each call. Respond to requests for information. Defuse irate clients/callers who may have been referred by lower level staff. Take detailed messages concerning issues of significance to the agency. Schedule and attend meetings with external entities; prepare agendas and action items. Transcribe and distribute written summaries or minutes. Coordinate communications between the manager and other professional and administrative staff both within and outside the work unit. Receive and relay sensitive information related to agency activities, personnel and clientele. Provide explanations regarding established policies and procedures. Supervise a unit of lower level administrative support personnel who perform duties representative of the Administrative Assistant II level. Plan, organize and oversee the activities and operations of the office or unit. Establish and implement procedures and desk manuals. Perform the most complex assignments and resolve issues and problems referred by subordinate staff or the supervisor; train and evaluate the performance of assigned personnel. Prepare reports which summarize financial and statistical information related to the work unit’s budget, accounts, activities, program clientele and operations. Advise management of unusual trends, funding levels and expenditures; assist with budget development by compiling information to support projected expenditures in specific areas such as operating costs, travel costs and staff development. Create spreadsheets including formulas to organize, display and summarize data, facilitate analysis and identify interrelationships; prepare special reports for other agencies and external entities. Maintain and monitor financial and statistical information related to agency accounts, travel, licenses, bonding, grants, programs and activities, revenues and expenses. Ensure data is current, complete and accurate. Review documents prepared by others for program compliance. Identify discrepancies, resolve problems and provide guidance to lower level staff; authorize and approve documents within assigned parameters. Develop, design, install and maintain multiple Web pages and/or Web sites of significant size, scope and complexity. Resolve design conflicts. Monitor Web site performance and overall integrity. Prepare, implement and enforce Web site administrator procedures; provide Web site maintenance, repair and recovery; develop backup and recovery documents. Compose documents and materials including correspondence, memoranda, reports, charts and other items in support of program and agency operations. Provide and explain information including applicable rules, regulations, guidelines, policies and procedures. Distribute materials to concerned parties according to established distribution lists or on an as-needed basis. Research information from a variety of internal and external sources including the Internet for projects which may include unique purchases. Identify sources of information and communicate with vendors and others concerning technical aspects of the project/purchase. Evaluate and compare information; report findings to the supervisor.

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.

Nice To Haves

• Associate degree or better with experience in scheduling and Workday experience.

Responsibilities

• Receive, review, approve or deny applications and requests for program services.
• Make initial eligibility determinations.
• Contact applicants for additional information and clarification as required.
• Explain reasons for ineligibility, program regulations and requirements, and available remedies such as an appeal process.
• Review appeals and make initial determinations or refer to higher level staff for response or disposition.
• Screen the manager’s calls, assessing the relative importance of each call.
• Respond to requests for information.
• Defuse irate clients/callers who may have been referred by lower level staff.
• Take detailed messages concerning issues of significance to the agency.
• Schedule and attend meetings with external entities; prepare agendas and action items.
• Transcribe and distribute written summaries or minutes.
• Coordinate communications between the manager and other professional and administrative staff both within and outside the work unit.
• Receive and relay sensitive information related to agency activities, personnel and clientele.
• Provide explanations regarding established policies and procedures.
• Supervise a unit of lower level administrative support personnel who perform duties representative of the Administrative Assistant II level.
• Plan, organize and oversee the activities and operations of the office or unit.
• Establish and implement procedures and desk manuals.
• Perform the most complex assignments and resolve issues and problems referred by subordinate staff or the supervisor; train and evaluate the performance of assigned personnel.
• Prepare reports which summarize financial and statistical information related to the work unit’s budget, accounts, activities, program clientele and operations.
• Advise management of unusual trends, funding levels and expenditures; assist with budget development by compiling information to support projected expenditures in specific areas such as operating costs, travel costs and staff development.
• Create spreadsheets including formulas to organize, display and summarize data, facilitate analysis and identify interrelationships; prepare special reports for other agencies and external entities.
• Maintain and monitor financial and statistical information related to agency accounts, travel, licenses, bonding, grants, programs and activities, revenues and expenses.
• Ensure data is current, complete and accurate.
• Review documents prepared by others for program compliance.
• Identify discrepancies, resolve problems and provide guidance to lower level staff; authorize and approve documents within assigned parameters.
• Develop, design, install and maintain multiple Web pages and/or Web sites of significant size, scope and complexity.
• Resolve design conflicts.
• Monitor Web site performance and overall integrity.
• Prepare, implement and enforce Web site administrator procedures; provide Web site maintenance, repair and recovery; develop backup and recovery documents.
• Compose documents and materials including correspondence, memoranda, reports, charts and other items in support of program and agency operations.
• Provide and explain information including applicable rules, regulations, guidelines, policies and procedures.
• Distribute materials to concerned parties according to established distribution lists or on an as-needed basis.
• Research information from a variety of internal and external sources including the Internet for projects which may include unique purchases.
• Identify sources of information and communicate with vendors and others concerning technical aspects of the project/purchase.
• Evaluate and compare information; report findings to the supervisor.

Benefits

• The College of Southern Nevada offers a generous benefit package, including an excellent 19.25% PERS retirement plan (a defined benefit plan), vacation & sick leave benefits, 12 paid holidays, educational benefits, and health insurance plans that can be added with flexible spending accounts or health savings accounts.
• Supplemental options (long term care, short term disability, and legal).
• Tuition discounts at the Nevada System of Higher Education (NSHE) institutions.
• As well as tuition discounts for spouses, domestic partners, and dependents.
• Perks encompassing on campus employee discounts, professional and personal development opportunities; and statewide employee purchase programs.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 1,001-5,000 employees