Administrative Assistant

Front Desk/Administrative Assistant

We are seeking a highly organized and personable Front Desk/Administrative Assistant to serve as the primary point of contact for our organization. In this dual role, you will manage all front desk operations to ensure a welcoming environment for visitors while providing essential administrative support to the team. The ideal candidate is a skilled multitasker capable of handling phone inquiries, scheduling appointments, and maintaining overall office efficiency with a consistently positive attitude.

Key Responsibilities

• Managing front desk operations, which includes greeting visitors professionally, notifying staff of their arrival, and ensuring they are comfortable in the waiting area.
• Managing the main telephone line by screening calls, taking detailed messages, and directing inquiries to the appropriate personnel.
• Handling all incoming and outgoing mail and packages, coordinating courier services, and maintaining the cleanliness and organization of the reception area and lobby.
• Providing basic customer service support and resolving minor visitor inquiries as they arise.
• Scheduling and coordinating meetings, appointments, and conference room bookings to ensure smooth operations.
• Preparing and distributing various correspondence, including memos, reports, and other documents such as emails, letters, and presentations.
• Maintaining both physical and digital filing systems with a focus on data accuracy and confidentiality.
• Assisting with office supply inventory by monitoring stock levels and coordinating orders to ensure the office remains fully stocked.
• Supporting travel arrangements and expense reporting for staff as needed, along with performing other ad-hoc administrative duties as requested by management.

Technical proficiency is essential for this position. You must be proficient in the Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook. Additionally, you must possess fast and accurate typing skills with a minimum speed of 45 words per minute. Beyond technical skills, specific core competencies are necessary. You must demonstrate excellent verbal and written communication skills, allowing you to interact professionally with clients, vendors, and staff at all levels.

Strong time-management and organizational skills are vital, as you must be able to prioritize tasks effectively in a fast-paced environment. Discretion is non-negotiable, as you will frequently handle confidential information with professionalism and integrity. You must also show adaptability and the flexibility to handle changing priorities, occasional after-hours events, or emergencies. Finally, you should be tech-savvy and able to quickly learn new software and office technologies.

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.

Working knowledge of administrative support functions. General knowledge of financial and statistical recordkeeping methods. Ability to provide administrative support to agency/program staff and managers; apply complex agency and/or program regulations, requirements and policies to specific situations; receive, review and process a variety of documents according to established guidelines, policies, regulations and timelines; type, format and produce technical documents and/or medical/clinical transcription using a personal computer and appropriate word processing, spreadsheet and/or database management software;

establish, organize and maintain complex filing systems including indexed and cross-referenced materials; organize clerical assignments and establish appropriate timelines; communicate effectively both orally and in writing; arrange and schedule meetings and appointments; prepare agendas and take minutes at meetings; train and supervise subordinate staff as assigned; compile, organize and summarize data for inclusion in reports.

Recruiter Contact Information:
Sharhea Noble-Muir - SharheaNM.GOV

The State of Nevada is an equal opportunity employer dedicated to building diverse, inclusive, and innovative work environments with employees who reflect our communities and enthusiastically serve them. All applicants are considered without regard to race, color, national origin, religion or belief, age, disability, sex, sexual orientation, gender identity or expression, pregnancy, domestic partnership, genetic information (GINA), or compensation and/or wages.