Administrative Assistant - Qualifications Waived

Job Summary

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.

Under the direct supervision of the Administrative Assistant III, the Receptionist serves as the primary point of contact for the facility, providing professional customer service by operating the phone system, directing calls, greeting visitors, ensuring proper sign-in procedures, and providing information, applications, brochures, and facility tours. The position is responsible for monitoring resident entry and exit through the front lobby, processing and distributing incoming State and USPS mail, and supporting the Business Office by logging incoming checks.

Additional responsibilities include providing administrative support to various departments, coordinating emergency procedures for Administration Zone D, maintaining an organized and welcoming lobby environment, recording donations and preparing acknowledgment letters, and managing the daily resident trust fund cash drawer by processing transactions, balancing funds, and preparing deposits. The Receptionist is expected to maintain strict confidentiality, adhere to agency policies and safety standards, and foster a positive, professional, and customer-focused environment while supporting the overall mission of the facility.

PER EXECUTIVE ORDER , ALL MINIMUM QUALIFICATIONS HAVE BEEN WAIVED FOR THIS POSITION UNTIL JUNE 30, 2026. Please refer to the link for more information: (Use the "Apply for this Job" box below). Orders/Executive-Orders/ 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.

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 Controller's 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…