ADMINISTRATIVE ASSISTANT 4

The Division of Social Services is hiring two Administrative Assistant 4’s in Carson City. 

The Administrative Assistant 4 who will provide high-level administrative, operational, and strategic support to the deputy, ensuring seamless communication, efficient workflow, and proactive management of deputy’s priorities. This role serves as a trusted partner to deputy by handling sensitive information with discretion and representing the office with professionalism. Key responsibilities include managing complex executive calendars, scheduling meetings, resolving conflicts, and anticipating timing needs. The candidate will coordinate details including itineraries, accommodations, and logistics. Additional duties involve drafting, editing, and formatting reports, presentations, memos, and correspondence, while serving as the primary point of contact for internal and external calls, emails, and requests. The role further supports meetings by preparing agendas, gathering materials, taking minutes, tracking action items, and ensuring timely follow-through. Maintaining confidential records, filing systems, and secure information flow is essential, along with conducting research, compiling data, and assisting with project management activities. 

The second position will provide administrative and program support to the Audits Unit. This position will assist with coordinating communications, tracking deadlines, and organizing documentation related to audits, subrecipient monitoring, and grant operations. Responsibilities include maintaining tracking logs, compiling, and organizing supporting documentation, preparing routine correspondence and reports, and ensuring records are accurate, complete, and accessible. The position will also support general administrative functions such as scheduling meetings, maintaining organized filing systems. This position requires strong attention to detail, the ability to manage multiple priorities. The role may assist with process improvements, standardized templates, and special projects to support overall unit efficiency and compliance.

Graduation from high school or equivalent education and four years of progressively responsible relevant work experience which included experience in one or more of the following areas: providing administrative/program support to professional staff and management; performing secretarial duties in support of a manager; coordinating communications between the manager, staff and program clientele; supervision of subordinate staff; researching information from internal and external sources; OR one year of experience as an Administrative Assistant III in Nevada State service; OR an equivalent combination of education and experience. Act as liaison for the administrator regarding agency activities, operations and programs; coordinate communications with other administrators, agency managers, leaders of external entities, community groups and the general public; relay specialized and sensitive information which impacts division programs and activities; defuse irate callers who insist upon speaking with the administrator; schedule, organize and coordinate meetings, conferences and publicized events.

Research and investigate complaints, public inquiries and issues raised by external entities including the legislature and governor’s office staff; review and evaluate historical information, precedents and applicable regulations, statute and guidelines; develop alternative courses of action and probable outcomes based on available information and projections for the supervisor’s review.

Receive, review and evaluate information concerning the eligibility and/or activities of program clientele; interpret and explain program policies, regulations and requirements to individuals who may have opposing viewpoints, varying agendas, and vested personal interests; provide information in a professional manner to individuals who may be confrontational, uncooperative and unpleasant.

Perform specialized duties in support of one or more agency programs; implement, coordinate and oversee a major component of a complex program; develop and produce informational materials as requested by the supervisor; ensure program activities conform to established goals and policies; represent the program by participating in ongoing and ad hoc committees and work groups as assigned.

Assist professional staff in developing fiscal, operational and procedural program plans by studying historical precedents, present requirements, and projected costs and trends; plan the sequence of detailed steps required to accomplish program objectives; develop, revise and maintain specific procedures and manuals.

Compile, organize and consolidate financial and statistical data required to assist in the development of the budget of a major work unit; analyze and reconcile numerical data and narrative information; develop spreadsheets to facilitate data analysis; compile cost sheets; prepare reports and budget documents according to specific instructions from the Budget Office.

Assist professional staff with projects and assignments; compile and summarize information; compose narrative reports, announcements, correspondence, findings of fact and other materials using appropriate grammar, punctuation, spelling and syntax.

Obtain and record specialized information concerning program activities and clientele and communicate with representatives of external entities as required; ensure compliance with legal requirements and procedures, agency policies and program guidelines; develop remedies for non-compliance or refer to appropriate personnel according to established procedures.

Maintain records and track the progress and outcome of legislative proposals, grievances, contracts, personnel and project activities; develop and implement effective and efficient recordkeeping systems and ensure that information is logically organized, appropriately cross-referenced, and accessible to users; ensure confidentiality of sensitive information which is not part of the public record.

Train, supervise and evaluate the performance of personnel as assigned; assign, prioritize and review work; ensure completed work products meet required timelines and standards of quality and quantity.

Positions at this level provide secretarial, clerical, and administrative support to the administrator of a complex division or the manager of multiple statewide programs, services, and activities or they perform specialized duties in support of a program or function which require previous knowledge and experience in the subject area. Assignments are broadly stated in terms of objectives to be met, and/or they are specialized and require the use of analytical and critical thinking to determine appropriate action. Problem resolution often requires research, comparison, and examination of detailed agency/programspecific information. Errors directly affect the customized services provided to specific clientele or members of the general public; the content, quality, adequacy, and timeliness of services provided; and frequently have monetary consequences to the program or loss of agency credibility. Incumbents interpret and explain complex regulations, laws, and program requirements; convince others to take a specific course of action; resolve difficult problems; and defend and justify agency actions to individuals or groups. Critical assignments are reviewed to ensure conformance to standards of quality and general acceptability. Positions at this level may or may not supervise lower level staff. This job specification lists the major knowledge, skills and abilities of the job and is not all inclusive. Incumbent(s) will be expected to have knowledge, skills and abilities from a previous level. Detailed knowledge of: functions and operation of an administrative office and/or program area.

Working knowledge of: principles of supervision and training if applicable to the assignment; maintenance of budget and financial records if applicable to the assignment.

Ability to: provide administrative assistance and secretarial support to a division administrator or the manager of a major work unit with responsibility for multiple programs and functions; analyze problems and develop creative solutions; supervise and oversee the work of subordinate staff as assigned; plan, develop and implement production goals, work performance standards and specific processes and procedures required to complete projects and ongoing assignments; manage the administrator’s calendar as requested; receive and respond to inquiries involving complex and sensitive issues which directly impact agency staff, operations and activities; make operational decisions related to program activities and office management within established limits of authority; interpret, apply and explain complex laws, regulations, requirements, restrictions and standards to program clientele, representatives of external entities and other agencies, and others; research and investigate complex questions and issues requiring the review and consideration of historical data, current developments and probable outcomes; compose effective correspondence, announcements, training materials, narrative summaries and reports, proposals and recommendations and other written materials; compile and analyze records, numerical and descriptive information from forms, applications, contracts, spreadsheets, invoices and other materials.

Recruiter Contact Information: Ana Maria Ornellas - aornellas@admin.nv.gov

Salary : $50,154 - $73,310