Administrative Assistant

Job Overview

The Division of Social Services is hiring an Administrative Assistant 4 to support the Eligibility and Payments Team and supervise administrative staff in Carson City. The incumbent will provide a variety of support to the entire E&P Team while also serving on special projects to assist with overall agency needs.

• Tracking CTS Language Link
• Assisting with implementation of legislative bills
• Managing ePro ordering and invoicing
• Managing documents in the clearance process

• High school graduation or equivalent education
• 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

• 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 general public; relay specialized and sensitive information that 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, statutes 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,…