Administrative Assistant - Qualifications Waived

Job Summary

This position is responsible for a variety of duties in the Attorney General's Office, Tobacco Enforcement Unit. The person in this position must be cooperative, professional and a team player. Additional duties include, but are not limited to, performing a variety of clerical and administrative duties such as maintaining records and files, composing and editing correspondence, data entry, supply and inventory management, sorting and retrieving mail, and making travel arrangements for office staff.

This position assists the AG Office's Tobacco Enforcement Unit with the intake and processing of compliance schedules, reports, and the tracking of State and Federal mandated tobacco compliance checks. In addition, this position is required to be under 21 years of age and regularly assist investigators with compliance checks when Temporary Aides are unavailable, and to otherwise assist with meeting mandatory compliance requirements.

This position regularly handles money and must account and be responsible for amounts used during tobacco compliance check purchases.

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 one year of clerical experience which included experience in one or more of the following areas: maintaining records, answering telephones, and reviewing forms, documents and other written materials; OR six months of experience as an Administrative Aid in Nevada State service; OR an equivalent combination of education and experience.

Provide program support duties such as assisting program clientele in person and on the telephone; explain application procedures and essential eligibility requirements; review basic forms and applications for completeness and standardized criteria; send out determination notices and contact clientele regarding inconsistent or incomplete information using standard forms and correspondence; receive, receipt and account for fees and money received. Perform secretarial duties in support of an assigned supervisor or work unit;

schedule appointments; arrange internal agency meetings and travel; open, screen and route mail and respond to routine items not requiring the supervisor's attention; answer telephones, take messages and relay factual information to others as requested by the supervisor. Retrieve and compile financial, statistical, and narrative information for inclusion in recurring reports related to work unit activities; summarize data as required for ad hoc reports;

search specific sites on the Internet for factual information as directed. Gather information to assist in preparing and processing documents related to payroll, personnel, budget, accounts, and other information related to agency programs and activities; complete required forms or record actions on-line in accordance with State regulations and agency policies; compile and sort documents; match and verify identifying information; check arithmetic calculations.

Receive payments, prepare receipts and match payment to receivable document; post payments to receivable accounts; prepare vouchers payable and assign accounting codes for general ledger groups and/or categories as assigned; review and compare internal accounting records to budget status reports; check account information and respond to inquiries from clients or vendors. Type, format, produce and duplicate reports, correspondence and other documents using word processing, spreadsheet and associated business software;

perform production typing from rough drafts or tapes; format documents received via disk, electronic mail or other means; check and correct spelling, punctuation and grammar as needed. Order, receive, and store office supplies, forms, and equipment according to established procedures and instructions; prepare and process purchase orders, requisitions, or other documentation. Maintain unit or program related records and files in accordance with agency policies and procedures and established records retention schedules;

locate and supply information requested by the public using various internal…