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The administrative assistant performs administrative and professional functions for Drug Court/treatment provider. The position is responsible for day-to-day planning, monitoring and coordinating the Diversion/Treatment programs. 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, record keeping, and filing in support of the organization.
DISTINGUISHING CHARACTERISTICS:
Position is a working level class in the Administrative Support class, and as such, is responsible for providing a variety of administrative and clerical support for the Seventh Judicial District Drug Court administrative function. At this level, guidelines are available, but judgement is required to apply them effectively to the specific situation.
ESSENTIAL JOB FUNCTIONS:
The duties listed below are examples of the work typically performed by an employee in this position. An employee may not be assigned all duties listed and may be assigned duties which are not listed below.
* Monitor the day-to-day activities of the diversion programs to ensure compliance with the key components. Maintain written handbooks for participants including consents and waivers. Organize drug court calendars as well as the testing calendar.
* Coordinates inpatient treatment, communicate with residential treatment providers for client status and treatment reports.
* Maintain a data collection system to monitor client compliance (DCCM). Manage daily operations and filing system. Develop and maintain fee system including drug court and testing. Organize and attend staffing, drug court hearings, meetings, and conferences. Manage all inventory of testing and office supplies.
* Coordinate the completion of the application process for prospective participants including gathering application materials to be provided to the drug court team to support determination of eligibility.
* Generally provides support to customers, clients, members of the general public, and other staff of the organization in person and/or by phone by answering inquiries related to the organization's operations, services, programs, and records; receives complaints and expressions of dissatisfaction with services or programs offered or individual treatment received and attempts to resolve such; possesses familiarity with and explains to the public, internal staff, and others the organization's rules, policies, and procedures and explains the appropriate use and completion of forms and documents.
* Compiles and assembles information from files, records, archives, and other sources in response to inquiries for general or specific programmatic or technical information.
* Receives, processes, and verifies bills, invoices, purchase orders, claims, and related materials; tabulates and codes data for processing; posts information to appropriate accounts, logs, and/or reports; makes adjustments in accounts and balances totals as appropriate; traces and corrects errors and omissions.
* Enters, formats, and retrieves data and prepares periodic or special reports and/or spreadsheets using a database, off-the-shelf or customized software programs, or other computerized formats to meet organizational needs.
* Prepares documents for publication from text, information, or ideas provided by others using word processing or desktop publishing software.
* Establishes, maintains, and processes a variety of records and transactions; determines acceptability and accuracy of information and selects appropriate processing procedures; codes, classifies, and verifies data; compiles summaries and analyses; corrects errors and omissions.
* Keep a clean work environment. Order office supplies, call in work orders for maintenance to the drug court building.
* Protects operations by keeping information confidential and HIPPA compliant.
QUALIFICATIONS:
Knowledge, Skills, and Abilities:
* Current office practices and procedures including business correspondence, record maintenance system, and office equipment;
* Desktop publishing techniques; Proficiency with Microsoft Office.
* Intermediate to advanced bookkeeping principles and practices;
* Organizational structure, functional assignments, policies, procedures, and staffing; and
* Correct English usage including grammar, punctuation, and vocabulary.
Skill to:
* Detail oriented with excellent organizational abilities including time management, work load prioritization and record-keeping accuracy in accordance with court policies and governmental regulations.
* Adept at planning, organizing, directing, and coordinating. Ability to identify problems, collect data and establish facts. Effective oral communication skills, the capacity to exercise a high degree of professionalism and confidence in dealing with a wide variety of people.
* Perform a broad range of complex administrative and clerical tasks involving the use of judgment and requiring accuracy and speed, the ability to simultaneously perform multiple tasks with minimal supervision and make independent decisions based on experience, good judgement, and established court policies and procedures.
* Superior writing skills. Proof the work of others and identify and correct errors or omissions in language usage, syntax, spelling, and arithmetic calculations; and accurately type or word process long and complex documents or reports.
Ability to:
* Operate standard office equipment including a personal computer and utilizing appropriate word processing, financial, and desktop publishing software;
* Even temperament and strong interpersonal skills to effectively collaborate with the drug court team.
* Interact positively with others including the general public, elected officials, other organizational staff, and coworkers;
* Maintain confidentiality; Discretion and sound judgement in working with sensitive information to maintain the highest level of confidentiality.
* Understand, interpret, and apply policies, procedures, and written and oral directions to specific situations;
* Organize, maintain, transfer to database and purge files and records; and
* Communicate with the public and others in situations requiring tact, diplomacy, and poise; conflict management
Special Requirements:
Must successfully pass a background check and possess a valid Nevada Driver License. Ability to obtain a HIPAA and ethics certification.
EDUCATON and/or EXPERIENCE CERTIFICATES, LICENSES, REGISTRATIONS;
Experience and Training: The knowledge and ability listed above may be acquired through different types of education, training, and experience. An example of a typical way to acquire the qualifying knowledge and ability is listed below:
Ability to obtain a HIPAA and ethics certification. Possession of a high school diploma or equivalent. Experience which demonstrated the ability to interact positively with the public and/or internal or external customers while maintaining the customer’s confidence and by keeping information confidential. HIPPA compliance is critical.
PHYSICAL REQUIREMENTS:
The physical requirements described herein are representative of those that must be met by employees to successfully perform the essential functions of this position.
While performing the duties of this job, the employee is frequently required to walk, sit, talk or hear. The employee must have dexterity to frequently utilize hands to finger, handle, feel or operate objects, tools, or controls; and reach with hands and arms. The employee is occasionally required to climb or balance; stoop, kneel, bend, or crouch, lift up to 50 pounds. The employee must occasionally lift and/or move up to 20-30 pounds to shoulder level. Specific visual acuity required for this job includes close, distance, color and peripheral vision, depth perception and the ability to adjust focus to both print and electronic text.
In compliance with applicable disabilities laws, reasonable accommodations may be provided for qualified individuals with a disability who require and request such accommodations. Incumbents and applicants who have been offered employment are encouraged to discuss potential accommodations with the employer.
Position Hours
Part-Time 15-25 hours per week
Pay Rate
Closing Date
Employment applications and job description are available on the county’s website, www.whitepinecounty.net and at White Pine County Human Resources Office, 801 Clark St., Ste 5: Ely, Nevada 89301. Submit the original signed application to Human Resources at the above address or JSmith@whitepinecountynv.gov
White Pine County is an Equal Opportunity Employer. If you are a qualified individual with a disability or a disabled veteran, you may request a reasonable accommodation if you are unable or limited in your ability to access job openings or apply for a job on this site as a result of your disability. You can request reasonable accommodations by contacting the Human Resources Office at (775)293-6596.
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