Administrative Aid

Position Overview

PER EXECUTIVE ORDER 2026-01, ALL MINIMUM QUALIFICATIONS HAVE BEEN WAIVED FOR THIS POSITION UNTIL JUNE 30TH, 2026. Please refer to the link for more information: executive-order-

The Department of Corrections is seeking to fill an Administrative Aid position at Ely State Prison. The incumbent will perform a broad variety of administrative support duties including filing; locate and retrieve information; arrange materials for storage, disposal or preservation. This position will be entering date, reviewing data and referring the incomplete/incorrect documents to higher level staff for resolutions; maintain production logs as required.

The incumbent will be answering telephones; greeting visitors; answering general questions; sending requested materials; receive, date stamp, sort and deliver mail. The incumbent is required to be able to prioritize tasks; estimate time frames; meet deadlines; plan and use available resources and coordinate work assignments with others. Working hours are Monday thru Friday 8:00 am to 4:30 pm. Weekends and holidays off.

• Record data and maintain routine records of addresses, telephone numbers, staff schedules and attendance, activity logs and subject files.
• Duplicate, collate, assemble, and distribute materials according to established agency policies and procedures.
• Pick up, receive, open, date stamp, sort and deliver mail and other materials to agency staff.
• Type materials such as correspondence and reports; create and/or maintain non-complex databases and spreadsheets such as address lists and logs according to explicit instructions.
• Enter data in computer terminal according to clearly defined instructions and criteria; review data for completeness; refer incomplete, illegible, or incorrect data and documents to higher level staff for resolution; maintain production logs as assigned.
• Receive, code and review applications, forms, documents and payments for completeness, correctness and compliance with clearly established requirements and regulations.
• Monitor, maintain, and inventory office supplies to support activities of the work unit; reorder standard office supplies and equipment from approved vendors according to clearly established procedures.
• Receive, store, issue, ship, and inventory stocked materials and supplies in a stores or warehouse environment; complete required documentation and maintain related records.
• Perform basic clerical accounting tasks; receive invoices and verify the completeness and accuracy of specific information; code information for invoice payment based on clear-cut procedures and instructions; check arithmetic calculations; maintain petty cash fund balances; assemble, sort and batch documents and information for processing.
• Perform receptionist duties and answer telephones; greet office callers and visitors and provide basic information regarding agency activities; answer general questions, send prepared brochures or informational materials to requestors, and refer callers/visitors to appropriate personnel or offices.

Graduation from high school or equivalent education and six months of general clerical experience; OR six months of experience as a Clerical Trainee in Nevada State service; OR an equivalent combination of education and experience as described above.

• standard office procedures such as filing, typing, duplicating materials;
• answering telephones and taking/sending written or electronic-mail messages;
• distributing mail;
• telephone etiquette;
• correct English usage, grammar and punctuation;
• proper spelling of commonly used words;
• operation of computers and other office machines;
• word processing software;
• manual and computerized recordkeeping methods;
• basic math;
• reading skills sufficient to understand information and materials related to the assignment.

• use computers, telephones, paging systems, copiers, facsimile machines and other office equipment used to perform clerical work;
• understand and follow oral and written directions;
• communicate and work cooperatively with others including co-workers, program clientele and the public;
• add, subtract, multiply and divide numbers accurately.