Administrative Assistant

Overview

Administrative Assistant III position located within Governors Technology Office (GTO). This role provides comprehensive administrative and fiscal support for the Network Services Unit, managing budget accounts, purchases, travel coordination, vehicle maintenance, inventory, and site maintenance costs, while ensuring efficient recordkeeping and compliance.

• Coordinate travel arrangements and reimbursements.
• Maintain financial records and oversee documentation related to vehicle and communication site maintenance.
• Provide comprehensive administrative support, including maintaining records and files, composing correspondence, data entry, office management, budget monitoring and accounts maintenance, typing, answering telephones, receiving/sorting mail, preparing meetings, and taking minutes.
• Process applications, forms, and other documents.
• Operate office equipment (copiers, personal computers, printers, etc.).
• Screen calls, provide information, defuse irate callers, and take detailed messages for the manager.
• Coordinate communications between the manager and other staff.
• Supervise lower-level administrative support personnel.
• Plan, organize, and oversee office or unit activities and operations.
• Establish and implement procedures and desk manuals.
• Train and evaluate personnel performance.
• Prepare financial and statistical reports related to budgets, accounts, activities, program clientele, and operations.
• Create spreadsheets and prepare special reports for external agencies.
• Maintain and monitor financial information related to agency accounts, travel, licenses, bonding, grants, programs, revenues, and expenses.
• Authorize expenditures within designated limits.
• Review documents for compliance, identify discrepancies, and provide guidance.
• Develop, design, install, and maintain web pages and sites.
• Compose documents and materials (correspondence, memoranda, reports).
• Research information from internal and external sources; evaluate and report findings.

• High school graduation or equivalent education.
• Three years of progressively responsible relevant experience in record maintenance, public/customer relations, or financial processing, or one year as Administrative Assistant II in Nevada State service; or equivalent education and experience.
• Strong proficiency in Microsoft Office Suite (Word, Excel, Visio, Teams, Outlook, PowerPoint).
• Excellent organizational, communication, and analytical skills.
• Ability to write effectively, organize information, track expenditure, process invoices, and thrive in a fast‑paced collaborative environment.

Functions and operation of an administrative office; operation and use of word processing, spreadsheet, database management, and other business software.

Principles of supervision and training if applicable to the assignment.

• Interpret and apply complex rules, regulations, policies and procedures.
• Resolve complaints from staff and program clientele.
• Perform specialized duties in support of program activities.
• Coordinate communications with other work groups.
• Organize, coordinate, and oversee subordinate staff activities to meet schedules.
• Research information from departmental and external sources.
• Compile and update information and prepare reports.
• Coordinate projects and assignments.
• Assist agency staff in resolving computer hardware and software related problems.

Jon Terrazas – j.terrazas.gov