Administrative Assistant 2

***THIS RECRUITMENT MAY CLOSE WITHOUT FURTHER NOTICE DEPENDING ON THE NUMBER OF APPLICATIONS RECEIVED. APPLICANTS ARE ENCOURAGED TO APPLY AS SOON AS POSSIBLE***

The Department of Public Safety is recruiting to fill an Administrative Assistant 2 position within the Nevada Highway Patrolin Elko. The incumbent will be responsible for creating and scheduling contracts for companies that are required to have Nevada Highway Patrol assistance with either stationary or mobile contracts. This involves working hand in hand with NDOT as well as the contracting companies so that the Nevada Highway Patrol can effectively support each project to the best of their abilities. They also handle the records and billing for these contracts and ensures the companies pay for services provided. Other daily job functions include but are not limited to answering phones; taking payments; assisting the public in person online or via telephone; and providing support to all coworkers whether professional sworn or command staff as needed.

Receive and process applications and requests for program services; review information provided and make initial eligibility determinations based on established criteria and requirements; contact applicants and various entities for additional information; receive appeals from ineligible applicants and refer to appropriate staff for response or disposition.

Supervise a unit of file clerks data entry operators unit clerks or switchboard operators who provide routine administrative support to the organization by maintaining records and files entering data in computer equipment and answering telephones and greeting visitors; organize and coordinate unit activities; train supervise and evaluate the performance of assigned personnel; ensure work products meet established standards of quantity and quality.

Maintain financial records and track balances for general ledger groups and/or categories including operating equipment travel and staff development; prepare accounts payable and receivable documents and assign accounting codes in compliance with established rules regulations and procedures which may include contractual and grant limitations; reconcile internal records and reports to those of the Controllers Office.

Receive review code and process a variety of clerical accounting documents including invoices claims billing forms and other materials used in the agency and/or program area to which assigned; ensure conformance to established formats time frames and regulations.

Serve as the pay clerk for an agency; review timesheets for completeness authorized signatures correct calculation of hours adequate leave balances and attachment of required documentation; contact employees supervisors and staff in the pay center regarding discrepancies and make necessary corrections; batch and enter data in a computerized payroll system; prepare time adjustment sheets as needed.

Assist management in budget preparation by reviewing and extracting historical accounting data and report findings; oversee and record specific budgetary expenses by line item and provide status reports.

Format edit and produce a variety of complex materials such as brochures newsletters flyers presentations charts graphs instructional materials medical/clinical transcription non-standard reports and other items using computer equipment and software; maintain complex databases and spreadsheets; convert documents for Internet usage and maintain Web hyperlinks as assigned.

Establish and maintain complex recordkeeping systems including indexed and cross-referenced materials for the work unit considering confidentiality and accessibility of information and storage space available; release information upon receipt of properly executed consent agreements or court orders according to legal or regulatory requirements and/or agency policies and procedures; develop purging and archiving procedures according to established records retention schedules.

Prepare and maintain property inventory records for a major work unit; assign identification tags; title agency vehicles as required by law; perform periodic physical inventory to reconcile agency records with those of State Purchasing; arrange for disposition of excess property according to policy.

Positions at this level provide administrative and/or program support in an assigned program section or division of an agency. Incumbents may serve in a generalist capacity and perform a variety of support duties or they may perform program-specific duties. Assignments are varied involving different and/or unrelated processes and methods that require evaluation of several alternative courses of action. The focus is on specific desired end products and the incumbent has the latitude to select the most appropriate methods and tools to get the job done within established administrative guidelines regulations or instructions. Errors are not always subject to direct verification or checking may result in lost efficiency due to repetition of work and affect the accuracy reliability or acceptability of work products. Incumbents obtain and verify information from a variety of sources and provide information that requires explanation of a variety of regulations requirements and procedures. Positions at this level may or may not supervise lower level staff.

Graduation from high school or equivalent education and two years of clerical and administrative support experience which included experience in one or more of the following areas: maintaining records and files; preparing a variety of materials using a personal computer or word processor; assisting customers in completing forms and applications; and/or performing secretarial duties in support of professional staff; OR one year of experience as an Administrative Assistant I in Nevada State service; OR an equivalent combination of education and experience.

This job specification lists the major knowledge skills and abilities of the job and is not all inclusive. Incumbent(s) will be expected to have knowledge skills and abilities from a previous level.

Working knowledge of: administrative support functions.

General knowledge of:financial and statistical recordkeeping methods.

Ability to: provide administrative support to agency/program staff and managers; apply complex agency and/or program regulations requirements and policies to specific situations; receive review and process a variety of documents according to established guidelines policies regulations and timelines; type format and produce technical documents and/or medical/clinical transcription using a personal computer and appropriate word processing spreadsheet and/or database management software; establish organize and maintain complex filing systems including indexed and cross-referenced materials; organize clerical assignments and establish appropriate timelines; communicate effectively both orally and in writing; arrange and schedule meetings and appointments; prepare agendas and take minutes at meetings; train and supervise subordinate staff as assigned; compile organize and summarize data for inclusion in reports.

Recruiter Contact Information: Kara Carmonne-

The State of Nevada is an equal opportunity employer dedicated to building diverse inclusive and innovative work environments with employees who reflect our communities and enthusiastically serve them. All applicants are considered without regard to race color national origin religion or belief age disability sex sexual orientation gender identity or expression pregnancy domestic partnership genetic information (GINA) or compensation and/or wages.

Direct Inquiries or correspondence to:

Division of Human Resource Management

Division of Human Resource Management
Northern Nevada
515 East Musser Street
First Floor
Carson City Nevada 89701-4204
TDD for the Hearing Impaired

Division of Human Resource Management
Southern Nevada
7251 Amigo St
Suite 120
Las Vegas NV 89119
TDD for the Hearing Impaired