Administrative Assistant -Elko

The Highway Patrol Division (NHP) is recruiting to fill vacancies in the Warrants Unit located in the Elko office. Incumbents are responsible for entering, recalling, validating, and maintaining all NHP warrants issued by Nevada Courts and arranging in‑state prisoner transportation and out‑of‑state extraditions.

The chosen candidate will possess excellent verbal and written communication skills, demonstrate strong telephone and customer service skills, show a commitment to attention to detail and confidentiality of sensitive information, and proficiency with the Microsoft Office Suite.

The selected employee must be certified in NCIC/NCJIS within the first 6 months of employment and will be provided by NHP. The Warrants Unit operates 24 hours a day, 365 days per year and shifts are based on seniority with employees currently working four 10‑hour days. The chosen candidate is required to work varied shifts including evenings, weekends, and holidays.

• 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 related to agency accounts, travel, licenses, bonding, grants, programs and activities, revenues and expenses; ensure data is current, complete and accurate; maintain current balances; authorize expenditures within clearly designated areas of responsibility and spending limitations…