Administrative Assistant

Job Summary

The Division of Social Services is hiring two Administrative Assistant 4 positions in Carson City. The Administrative Assistant 4 provides high-level administrative, operational, and strategic support to the deputy, ensuring seamless communication, efficient workflow, and proactive management of the deputy’s priorities. The role handles sensitive information with discretion and represents the office with professionalism. Key responsibilities include managing complex executive calendars, scheduling meetings, resolving conflicts, and anticipating timing needs.

The candidate coordinates details including itineraries, accommodations, and logistics. Additional duties involve drafting, editing, and formatting reports, presentations, memos, and correspondence, and serving as the primary point of contact for internal and external calls, emails, and requests. The role supports meetings by preparing agendas, gathering materials, taking minutes, tracking action items, and ensuring timely follow-through. Maintaining confidential records, filing systems, and secure information flow is essential, along with conducting research, compiling data, and assisting with project management activities.

The second position provides administrative and program support to the Audits Unit. Responsibilities include coordinating communications, tracking deadlines, organizing documentation related to audits, subrecipient monitoring, and grant operations; maintaining tracking logs; compiling and organizing supporting documentation; preparing routine correspondence and reports; and ensuring records are accurate, complete, and accessible. The role also supports general administrative functions such as scheduling meetings and maintaining organized filing systems.

Strong attention to detail and the ability to manage multiple priorities are essential. The position may assist with process improvements, standardized templates, and special projects to support unit efficiency and compliance.

Graduation from high school or equivalent education and four years of progressively responsible relevant work experience, including one or more of the following: 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.

Act 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 public; relay specialized and sensitive information impacting division programs and activities; handle irate callers who insist on 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, applicable regulations, statutes and guidelines; develop alternative courses of action and probable outcomes for the supervisor’s review.

Receive, review and evaluate information concerning eligibility and activities of program clientele; interpret and explain program policies, regulations and requirements to individuals with opposing viewpoints or vested interests; provide professional information to individuals who may be confrontational or uncooperative.

Perform specialized duties in support of agency programs; implement, coordinate and oversee major components of complex programs; develop and produce informational materials as requested by the supervisor; ensure activities conform to goals and policies; represent the program by participating in committees and work groups as assigned.

Assist professional staff in developing fiscal, operational and…