Administrative Assistant

Administrative Assistant
FLSA Status: Non-exempt      Created: 9/6/2024
Safety Sensitive:  No                 Last Revised:

DEFINITION:  Under general supervision, provides a variety of routine to somewhat complex clerical support, financial, and administrative duties which may include reception, word processing, data entry, check preparation, bank account reconciliation, record keeping and filing, inventorying and ordering supplies, facilitating building and equipment maintenance services. Performs other work as assigned of all entities managed by Nevada Risk Pooling (NRP). The “managed entities” include but not limited to Nevada Public Agency Insurance Pool (NPAIP), Public Agency Compensation Trust (PACT), Public Risk Mutual, (PRM), Public Compensation Mutual (PCM), Pooling Resources Incorporated (PRI), and other organizations serviced by NRP. 
DISTINGUISHING CHARACTERISTICS:  Position is responsible for providing a variety of administrative and clerical support for the “managed entities” administrative functions. Assignments may require acquiring a depth of knowledge regarding the “managed entities.”  At this level, procedures and guidelines are available but judgment is required to apply them effectively to the specific situation. 
ESSENTIAL FUNCTIONS: (Performance of these functions is the reason the job exists.  Assigned job tasks/duties are not limited to the essential functions).
1. Prepares and routes correspondence, reports, including copying and printing, etc., as generally directed by the supervisor. 
2. Finalizes and posts agendas, notices and minutes to www.poolpact.com website and to https://notice.nv.gov/ website as appropriate and documents the posting as required. 
3. Assists the supervisor in securing and compiling data used in the submission of budget requests, status reports, accomplishment summaries, and related documents. 
4. Acts as receptionist, responds in a friendly and professional manner and directs callers to the appropriate office or individual; answers routine inquiries; handles walk-in customers, answering their questions or directing them to the appropriate department or individual. 
5. Researches and compiles information needed for meetings, reports, responses to inquiries, etc. 
6. Receives incoming mail; sorts and routes mail to the appropriate individual or department. 
7. Prepares and processes invoices for tenants and service providers. 
8. Receives, codes and processes accounts payable including verifying and adjusting amounts, preparing checks in accounting software system and related documents. 
9. Maintains records and processes forms such as work orders, purchase requests, requisitions, billings, installations, and service requests; enters and retrieves data and prepares periodic or special reports from computer systems; creates special formats, reports, spreadsheets, and databases using programmed software to meet organizational needs. 
10. Facilitates building and equipment maintenance and other service providers including scheduling services and maintains a current vendor list.
11. Reconciles and records claims check registers in accounting system.
12. Facilitates schedule for use of conference rooms or other sites for meetings. 
QUALIFICATIONS FOR EMPLOYMENT: 
Knowledge, Skills, and Abilities: (KSAs are the attributes required to perform a job; generally demonstrated through qualifying experience, education, or training.)
Knowledge of: 
• Basic computer office operations, specifically word processing and spreadsheets and/or database operations; 
• Basic record keeping and bookkeeping principles and practices; 
• Proper English usage including spelling, grammar, and punctuation; 
• Measures needed to deal effectively with coworkers and those in various levels of the organization's governing body and management structure; 
• Organization structure and operation of “managed entities;” and
• Basic research techniques such as how to look up information and use the NRS, local ordinances, policies, and internal procedures. 
Skill to:
• Accurately type at a rate sufficient to perform assigned duties; 
• Proofread documents and correct errors
• Operate standard office equipment; e.g., fax, copier, calculator, multi-line telephone, and a personal computer with word processing, spreadsheets, and/or databases; and
• Maintain accounting records.
Ability to: 
• Perform a broad range of clerical tasks involving the use of judgment with accuracy and speed; 
• Focus on tasks and pay attention to details
• Organize and maintain accurate files and records; 
• Provide quality customer service including the ability to respond in a courteous and respectful manner, and the ability to defuse customers who may be upset; and
• Provide factual information, both in person and over the phone, consistent with the “managed entities” policies. 
Experience and Training:
Any combination of training, education, and experience which provides the required knowledge, skills, and abilities.  A typical way to gain the required knowledge, skills, and abilities is:
Possession of a high school diploma or equivalent or two years of college coursework plus two years of progressively responsible experience of general office support duties, including preparing correspondence and/or reports, compiling data, and dealing with customers, or two years of experience maintaining financial records.
Physical and Mental Requirements:
The physical and mental requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. 
Strength, dexterity, and coordination to use keyboard and video display terminal for prolonged periods.  Strength and stamina to bend, stoop, sit, and stand for long periods of time.  Dexterity and coordination to handle files and single pieces of paper; occasional lifting of files, stacks of paper or reports, references, and other materials.  Some reaching for items above and below desk level.  Some bending, reaching, squatting, and stooping to access files and records is necessary.  The manual dexterity and cognitive ability to operate a personal computer using word processing and databases.  The ability to interact professionally, communicate effectively, and exchange information accurately with all internal and external customers. Ability to appropriately handle stress and interact with others including supervisors, coworkers, members of the public, and others.  The ability to interact professionally, communicate effectively, and exchange information accurately.  Maintain regular and consistent punctuality and attendance.  
Light lifting (up to 25 pounds) occasionally is required. 
In compliance with applicable disability laws, reasonable accommodation may be provided for qualified individuals with a disability who require and request such accommodation.  Applicants and incumbents are encouraged to discuss potential accommodation with the employer. 
Working Conditions:
Work is performed under the following conditions: 
Position functions indoors in an office type environment where most work is performed at a desk.  The environment is generally clean with limited exposure to conditions such as dust, fumes, noise, or odors.  Frequent interruptions to planned work activities occur. 
This position works in the office located 201 South Roop Street, Suite 102, Carson City, Monday thru Friday, except recognized holidays, from 8:00 am to 5 pm with a one-hour lunch. THIS POSITION IS NOT ELIGILBE FOR REMOTE WORK. 
Employee’s Acknowledgment:  I acknowledge that I have read the above job description and have received a copy for my records.

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Employee’s Signature     Date Signed