ADMINISTRATIVE ASSISTANT 4

Administrative Assistant 4***This recruitment may close without further notice depending on the number of applications received. Applicants are encouraged to apply as soon as possible***The Division of Social Services (DSS) is recruiting for an Administrative Assistant 4 position in the Las Vegas area. Duties include maintaining files, databases, and archives of relevant records; scheduling and coordinating meetings and office activities; and preparing and distributing reports or other communications on a regular schedule. The incumbent may supervise, train, and evaluate lower level Administrative Assistants, EBT staff, and Warehouse Clerks; compile reports such as lobby traffic, applications received, and drop-box activity; distribute daily absentee lists; and perform related duties as assigned. Additional responsibilities may include managing or assisting with the district office budget, invoicing, office supply inventory, and office maintenance requests. The incumbent may also screen incoming calls and respond to or route routine inquiries from internal and external sources through appropriate channels. The position may function as the Manager's Assistant.Essential QualificationsGraduation 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.Job DutiesAct 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.Knowledge, Skills, and AbilitiesThis 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. 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; 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; analyze problems and develop creative solutions; supervise and oversee the work of subordinate staff as assigned; plan, develop and implement production goals, work performance standards and specific processes and procedures required to complete projects and ongoing assignments; manage the administrator's calendar as requested; receive and respond to inquiries involving complex and sensitive issues which directly impact agency staff, operations and activities; make operational decisions related to program activities and office management within established limits of authority; interpret, apply and explain complex laws, regulations, requirements, restrictions and standards to program clientele, representatives of external entities and other agencies, and others; research and investigate complex questions and issues requiring the review and consideration of historical data, current developments and probable outcomes; compose effective correspondence, announcements, training materials, narrative summaries and reports, proposals and recommendations and other written materials; compile and analyze records, numerical and descriptive information from forms, applications, contracts, spreadsheets, invoices and other materials.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.BenefitsBenefits include:Health Insurance: Medical, dental, life, and disability insurance programs for employees and their dependents/family are offered through the Public Employees' Benefits Program (PEBP).Vacation: Accrual of three weeks of annual leave each year.Sick Leave: Accrual of three weeks of sick leave each year.Holidays: 12 paid holidays per year.Retirement: Participation in the Nevada Public Employees Retirement System (PERS). Employees do not contribute to Social Security but will contribute to PERS if their position is at 50% or more full-time equivalency. For more information on how PERS service may impact Social Security benefits, visit the SSA publication.Deferred Compensation: The State offers a voluntary Deferred Compensation Program.No Nevada state income tax.Public Service Loan Forgiveness: Eligible due to public sector employment.Longevity Payments Eligibility: Employees who have received a performance rating of "standard" or better and have completed eight (8) or more years of continuous service are eligible for longevity pay.Additional benefits may apply to employees covered under a Collective Bargaining Agreement (CBA), depending on their designated bargaining unit. For more information, visit the Labor Relations Unit.For more details about your rights and responsibilities as a State of Nevada employee, please review the State of Nevada Employee Handbook.*** State Holidays The holiday schedule for State employees is established by the Legislature.The following are legal holidays:January 1.............................................. New Year's DayThird Monday in January.................. Martin Luther King, Jr.'s BirthdayThird Monday in February................ Washington's BirthdayLast Monday in May........................... Memorial DayJune 19................................................ Juneteenth DayJuly 4.................................................... Independence DayFirst Monday in September.............. Labor DayLast Friday in October....................... Nevada DayNovember 11........................................ Veterans' DayFourth Thursday in November........ Thanksgiving DayFriday following the Fourth Thursday in November...................... Family DayDecember 25........................................ Christmas DayWhen January 1, June 19, July 4, November 11, or December 25 falls on a Saturday, the preceding Friday is the observed legal holiday. If these days fall on Sunday, the following Monday is the observed holiday. Eligibility for holiday pay is covered by the provisions of NAC 284.255