Administrative Assistant- Jackpot Public Works

SUMMARY OF JOB PURPOSE

The Administrative Assistant performs a full range of administrative support duties for the Jackpot Public Works Department and the unincorporated town of Jackpot.

 *The incumbent must be bondable and reside in Jackpot, Nevada.

 ESSENTIAL FUNCTIONS

Duties may include, but are not limited to the following:

• Manages and assists with the grant process and maintains required files. Tracks progress and ensure compliance with grant requirements.
• Researches pertinent grant opportunities. 
• Writes and prepares grant applications. Completes and submits documentation, such as quarterly reports for open grants and federal funding to the appropriate program.
• Process billing of utilities         
• Record and draft minutes for the advisory board meeting and post agendas. 
• Work and coordinate with town organizations. 
• Greet and direct visitors to the appropriate resource.
• Maintain and organize department records and files.
• Process sewer, water, and landfill fees as well as statements for the airport and street lights.  Process other payments for external utilities and service companies that support services for residents (i.e. power companies and internet service provider(s)) and remit money to the appropriate vendor.  
• Make bank deposits as necessary, but not less than weekly.  Disburse and reconcile petty cash funds. 
• Create spreadsheets including formulas to organize, display and summarize data, facilitate analysis and identify interrelationships; prepare special reports for other agencies and external entities.
• Organizes and maintains department invoices to be paid. Prepares claim forms to receive respective department head approval for payment of invoice. Processes appropriate method of payment. Resolves problems that arise from incorrect billing.
• Tracks and informs employees of renewal requirements for licensure, certifications, and memberships as needed.
• Issue and monitor town purchase orders, listing accounts, and prepare and submit related report(s) to Town Advisory Board in addition to providing administrative support.
• Compose documents and materials including correspondence, memoranda, reports, charts, and other items in support of program and agency operations; provide and explain information including applicable rules, regulations, guidelines, policies, and procedures; distribute materials to concerned parties according to established distribution lists or on an as-needed basis.
• Coordinate reservations for park usage and special event scheduling for airport functions.  
• Manages postage and copy machines.
• Communicate tactfully, both orally and in writing, with co-workers and the general public.
• Comply with Elko County Policies and department procedures.

• High school diploma or equivalent
• Minimum 2 years of related work experience
• State of Nevada Notary certificate
• Must maintain a valid Nevada driver's license

An employee in this position must have the following knowledge, skills abilities upon application:

 Knowledge

• General clerical and administrative operations, services, and activities,
• Principles and practices of customer service.
• Pertinent County policies, federal, state, and local laws, codes, and regulations.
• Thorough knowledge of the county’s functions, policies, and procedures.
• Knowledge of accounting methods, principles, and practices
• Working knowledge and correct usage of business English including spelling, grammar, punctuation, vocabulary, and formats.
• Working knowledge of business correspondence formats, record keeping, report preparation, filing methods, and records management techniques.
• Working knowledge of personal computer hardware and software including word processing, spreadsheets, and databases for the purposes of creating, editing, and distributing information.
• Knowledge of all applicable federal and state laws and regulations, county ordinances and regulations, department rules and regulations, and relevant court rulings.

 Skills 

• Demonstrating excellent interpersonal skills especially in dealing with the public.
• Communicating effectively both verbally and in writing.
• Understanding and carrying out complex written and oral communications.
• Managing time effectively.
• Applying basic accounting concepts. Making and verifying arithmetical computations with accuracy and speed.
• Using the tools and equipment listed below.

 Abilities

• Perform competently in dynamic, potentially stressful situations.  
• Determine the seriousness of a situation and relate the concern to the Public Works Superintendent, in a timely and responsible manner.
• Exhibit quality customer service skills when dealing with co-workers and the general public.
• Prepare clear and concise administrative and financial reports.
• Communicate clearly and concisely, both orally and in writing.
• Operate and use modern office equipment, including computers.  
• Type a minimum of 45 words per minute and accurately use a ten-key calculator.
• Reacting calmly and quickly under duress and strain.
• Complying with Elko County policies and departmental procedures.
• Performing detailed clerical tasks accurately, orderly, and timely fashion.
• Accomplishing organizational goals and working independently on assignments from beginning to end.
• Managing multiple deadlines and competing demands successfully.
• Developing and maintaining effective working relationships with subordinates, peers, supervisors, city, county, state, and federal officials, and the public as needed. Dealing with problems courteously and tactfully.

An employee in this position must meet the following physical requirements upon application:

• Work is performed in an office setting. 
• Hand-eye coordination is necessary to operate computers and various pieces of office equipment.
• While performing the duties of this job, the employee is frequently required to talk or hear, sit, use hands to finger, handle, feel or operate objects or controls, and reach with hands and arms. The employee is occasionally required to stand or walk.
• Ability to sit or stand at a computer for several hours at a time.
• The employee must occasionally lift and move up to 15 pounds. 
• Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus.
• The noise level in the work environment is usually quiet. Frequent interruptions to planned work activities should be expected.
• Environment is generally clean with limited exposure to conditions such as dust, fumes, noise, or odors. 
• Tools and equipment used include a personal computer, printer, scanner, telephone, calculator, copy machine, fax machine, postage machine, and other associated office equipment. 
• Incumbent will occasionally be asked to travel in a passenger vehicle.

Elko County is an Equal Opportunity Provider and Employer

In compliance with applicable laws, reasonable accommodations may be provided for qualified individuals with a disability who require and request such accommodations.

Salary : $40,123 - $48,131