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***

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

Administrative Assistants perform a broad variety of clerical secretarial and administrative support duties in an assigned agency program or other work unit within State government and the Nevada System of Higher Education (NSHE). Typical duties include maintaining records and files; composing and editing correspondence; data entry; office management; budget monitoring and accounts maintenance; typing and word processing; answering telephones and relaying information; reception; duplicating and distributing materials; preparing for meetings and taking minutes; ordering and stocking supplies and equipment; receiving sorting and delivering mail; reviewing and processing applications forms and other documents; operating office equipment such as copiers personal computers computer terminals calculators facsimile machines printers and other equipment; and performing related duties as assigned.

The Nevada Department of Corrections is recruiting for an Administrative Assistant 2 in Indian Spring NV. This Admin Assistant 2 will work with the Associate Warden of Programs. This position will perform a variety of clerical administrative support duties at High Desert State Prison including but not limited to maintaining records and files data entry office management responding to calls and emails prepare entry memos provides support to all Associate Wardens 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: Clark Mandichak -

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.

Please send direct Inquiries or correspondence to the recruiter listed on this announcement.