Administrative Assistant- Health & Human Services

Overview

This is a full-time, FLSA non-exempt position with Carson City Health & Human Services. Under general supervision, the role provides varied, complex and often confidential liaison, communication, secretarial and office administrative assistance to the department director and related supervisory and professional staff. The position may provide supervision to an office support staff.

Salary Ranges: $24.8644 - $34.8102 hourly / $51,717.90 - $72,405.32 annually. Employer-Paid PERS Retirement: $29.9961 - $41.9946 hourly / $62,391.94 - $87,348.82 annually. The position is covered by the Carson City Employees Association. The collective bargaining agreement outlines generous benefits offered to Carson City employees.

Recruitment will remain open until hiring needs are satisfied. Individuals are encouraged to apply immediately, as hiring may occur early in the recruiting process. Recruitment will close without notice when a sufficient number of applications are received or a hiring decision has been made.

• Receives and screens visitors and telephone calls, providing factual information which may require interpretation of policies and procedures; takes messages or refers caller to proper person.
• Researches and compiles a variety of informational materials from sources inside and outside the office; summarizes such information as directed.
• Opens and sorts mail and attaches pertinent backup materials; processes outgoing mail as required.
• Types drafts and wide variety of finished documents from brief instructions or prior materials; uses word processing equipment and inputs or retrieves data or prepares reports using an online or personal computer system.
• Attends to office administrative details such as travel, meeting and conference arrangements, equipment purchase and repair and personnel document preparation.
• Attends meetings and prepares minutes as required; initiates specified correspondence independently for signature by appropriate management; reviews finished materials for completeness, accuracy, format, compliance with policies and procedures, and appropriate English usage.
• Organizes and maintains various office files, including personnel and tickler files; purges files as required.
• Assists with development and administration of the budget; may prepare or maintain statistical, fiscal or payroll information.
• Follows up on projects, transmits information, and keeps informed of division activities.
• Schedules and arranges meetings; organizes own work, sets priorities and meets critical deadlines.
• Contributes to the efficiency and effectiveness of the unit's service to its customers by offering suggestions and directing or participating as an active member of a work team.
• May provide lead direction to office support staff; may instruct staff in work procedures and/or review work for format, accuracy and consistency.
• Demonstrates courteous and cooperative behavior when interacting with the public and city staff; acts in a manner that promotes a harmonious and effective workplace environment.

Education and Experience:

High School Diploma or GED AND four (4) years of secretarial or administrative experience which has included providing office and administrative support to management staff; OR an equivalent combination of education, training and experience as determined by Human Resources.

Required Certificates, Licenses, and Registrations: A valid driver's license.

Knowledge of:

• Functions, basic organization and procedural constraints related to the operation of a municipality.
• Office administrative and secretarial practices and procedures, such as business letter writing and operation of common office equipment, including a word processor and person or online computer.
• Record keeping, report preparation, filing methods and records management techniques.
• Correct English usage, including spelling, grammar, punctuation, and vocabulary.
• Standard business arithmetic, including percentages and decimals.
• Basic budgetary principles and practices.
• Techniques for dealing with a variety of individuals from various socio-economic, ethnic and cultural backgrounds, in person and over the telephone.

Skills in:

• Providing varied, responsible, and often confidential secretarial and office administrative assistance to a chief executive officer and high-level administrative staff.
• Interpreting, applying and explaining complex policies and procedures.
• Using tact, discretion, initiative and independent judgment within established guidelines.
• Analyzing and resolving office administrative situations and problems.
• Researching, compiling, and summarizing a variety of informational materials.
• Composing correspondence and other written independently or from brief instructions.
• Organizing work, setting priorities, meeting critical deadlines, and following up assignments with a minimum of direction.
• Contributing effectively to the accomplishment of team or work unit goals, objectives and…