Administrative Assistant 3

The Public Works Division, Buildings and Ground Section of the Nevada Department of Administration is seeking an Administrative Assistant 3 in Carson City. This position is responsible for monitoring, reviewing and processing Division invoices, coding, tracking and auditing for timely submission, utilizing DAWN/CORE to reconcile and track payables, coordinate with management and Administrative Services Division to ensure invoices are accurate and processed timely.

Manage and reconcile expenditure logs, provide expense reports when requested, assist with requests for budget information, review fiscal documents as needed/requested by the supervisor or management. Assist with the management of the Division's Certified Maintenance Management System (MAXIMO), monitor and issue work orders as necessary, ensure agency charge-backs are coded correctly and submit monthly reports to the Administrative Services Division for billing.

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.

Graduation from high school or equivalent education and three years of progressively responsible relevant work experience which included experience in one or more of the following areas: maintenance of complex records and files; public/customer relations including explaining detailed policies, regulations and requirements; preparation and processing of financial and statistical documents such as payroll, travel, claims and budgeting forms; and assisting staff and management with projects and activities;

OR one year of experience as an Administrative Assistant II in Nevada State service; OR an equivalent combination of education and experience as described above.

• Fingerprinting and/or background check is required.
• Valid Driver's License is required upon appointment.
• Up to 25% of travel.
• Intermediate Excel experience.

• Accounts payable experience.
• Computerized Maintenance Management Systems (CMMS).

Receive, review, approve or deny applications and requests for program services; make initial eligibility determinations; contact applicants for additional information and clarification as required; explain reasons for ineligibility, program regulations and requirements, and available remedies such as an appeal process; review appeals and make initial determinations or refer to higher level staff for response or disposition.

Screen the manager’s calls, assessing the relative importance of each call; respond to requests for information; defuse irate clients/callers who may have been referred by lower level staff; take detailed messages concerning issues of significance to the agency; schedule and attend meetings with external entities; prepare agendas and action items; transcribe and distribute written summaries or minutes.

Coordinate communications between the manager and other professional and administrative staff both within and…