Administrative Assistant

Administrative Assistant 2 (AA2)

The Equal Employment Opportunity (EEO's Administrative Assistant 2 (AA2) performs the following multitude of job duties and responsibilities such as customer service, consultation, Respectful Workplace assistance to employees and management, analyzes data and writes reports, coordinates departmental trainings, executes departmental contracts, compiles demographic data for State of Nevada employees, tracks data and compares it to census demographic data, assists the Supervisory Compliance Investigator & EEO staff to maintain the EEO database, tracks complaints, assists with complaint referrals, assists with departmental Standardized Operating Procedures (SOP's), reviews, edits, modifies processes, and forms as needed for the Sex- or Gender-Based Harassment and Discrimination Investigation Unit (SGHDIU), distributes communication and correspondence to the EEO community, assists, researches, and co-facilitates alongside EEO Officers with Sex- or Gender-Based Harassment and Discrimination Investigations.

Assists with the EEO staff calendars, interview scheduling, and monitors the EEO hotline as well as the confidential DHRM EEO email inbox. 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 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.

Receive and process applications and requests for program services; review information provided and make initial eligibility determinations based on established criteria and requirements; contact applicants and various entities for additional information; receive appeals from ineligible applicants and refer to appropriate staff for response or disposition. Supervise a unit of file clerks, data entry operators, unit clerks or switchboard operators who provide routine administrative support to the organization by maintaining records and files, entering data in computer equipment, and answering telephones and greeting visitors;

organize and coordinate unit activities; train, supervise and evaluate the performance of assigned personnel; ensure work products meet established standards of quantity and quality. Maintain financial records and track balances for general ledger groups and/or categories including operating, equipment, travel, and staff development; prepare accounts payable and receivable documents and assign accounting codes in compliance with established rules, regulations and procedures which may include contractual and grant limitations;

reconcile internal records and reports to those of the Controller's Office. Receive, review, code and process a variety of clerical accounting documents including invoices, claims, billing forms and other materials used in the agency and/or program area to which assigned; ensure conformance to established formats, time frames and regulations. Serve as the pay clerk for an agency; review timesheets for completeness, authorized signatures, correct calculation of hours, adequate leave balances, and attachment of required documentation;

contact employees, supervisors and staff in the pay center regarding discrepancies and make necessary corrections; batch and enter data in a computerized payroll system; prepare time adjustment sheets as needed. Assist management in budget preparation by reviewing and extracting historical accounting data and report findings; oversee and record specific budgetary expenses by line item and provide status reports. Format, edit and produce a variety of complex materials such as brochures, newsletters, flyers, presentations, charts, graphs, instructional materials, medical/clinical transcription,…