Administrative Assistant

Administrative Assistant 3

The Division of Public and Behavioral Health:
Rural Clinics (RC) has an opening for Administrative Assistant 3 in Pahrump, NV. Rural Clinics provides an array of outpatient behavioral health services for both adults and children in 16 clinics which are located in 12 counties across Rural Nevada. Services are generally provided Monday through Friday from 8:00 am to 5:00 pm. Services assist individuals to achieve self-sufficiency and recovery and follow Agency procedures and reimbursement guidelines.

Rural Clinics provides ongoing training including release time to attend training not Agency-sponsored. This position performs clerical support functions, including assisting consumers/reception duties; data entry into computer including Avatar electronic health record; verifying insurance eligibility, confirming coverage details, prior authorizations requirements, and co-pay responsibilities; office management; accounts maintenance; answering telephones and relaying information; distributing supplies and mail; composing and editing correspondence;

preparing for meetings and taking minutes; ordering and stocking supplies and equipment.

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 three years of progressively responsible relevant work experience which included experience in one or more of the following areas: maintenance of complex records and files; public/customer relations including explaining detailed policies, regulations and requirements; preparation and processing of financial and statistical documents such as payroll, travel, claims and budgeting forms; and assisting staff and management with projects and activities;

OR one year of experience as an Administrative Assistant II in Nevada State service; OR an equivalent combination of education and experience as described above.

Receive, review, approve or deny applications and requests for program services; make initial eligibility determinations; contact applicants for additional information and clarification as required; explain reasons for ineligibility, program regulations and requirements, and available remedies such as an appeal process; review appeals and make initial determinations or refer to higher level staff for response or disposition. Screen the manager's calls, assessing the relative importance of each call;

respond to requests for information; defuse irate clients/callers who may have been referred by lower level staff; take detailed messages concerning issues of significance to the agency; schedule and attend meetings with external entities; prepare agendas and action items; transcribe and distribute written summaries or minutes. Coordinate communications between the manager and other professional and administrative staff both within and outside the work unit;

receive and relay sensitive information related to agency activities, personnel and clientele; provide explanations regarding established policies and procedures. Supervise a unit of lower level administrative support personnel who perform duties representative of the Administrative Assistant II level; plan, organize and oversee the activities and operations of the office or unit; establish and implement procedures and desk manuals; perform the most complex assignments and resolve issues and problems referred by subordinate staff or the supervisor;

train and evaluate the performance of assigned personnel. Prepare reports which summarize financial and statistical information related to the work unit's budget, accounts, activities, program clientele and operations; advise management of unusual trends, funding levels and expenditures; assist with budget development by compiling information to support projected expenditures in specific areas such as operating costs, travel costs and staff development.

Create spreadsheets including formulas to organize, display and summarize data, facilitate analysis and identify interrelationships; prepare special reports for other agencies and external entities. Maintain and monitor financial and statistical information…