Administrative Assistant III - Environmental Health & Science

The College of Southern Nevada

Las Vegas / Henderson, NV

ID: 7057671 (Ref.No. 1498311)
Posted: June 12, 2019
Application Deadline: July 20, 2019

Job Description

Administrative Assistant III - Environmental Health & Science

The College of Southern Nevadaappreciates your interest in employment at our growing institution. We want your application process to go smoothly and quickly. We ask that you keep in mind the following when completing your application:

• Once you start the application process you cannot save your work. Please ensure you have all required attachment(s) available to complete your application before you begin the process.

• Required attachments are listed below on the posting. Your application will not be considered without the required attachments.

• Please note that applications must be submitted prior to the close of the recruitment. Once a recruitment has closed, applications will no longer be accepted.

If you are unable to attach the required documents to your ON-LINE application, you may send them to Human Resources via email mailto:hr.recruitment@csn.edu or fax to (702) 651-5778.

Job Description

Based on the volume of applications received this recruitment may close at any time. Applicants are encouraged to apply as soon as possible.

About The College of Southern Nevada

Founded in 1971 and situated in the greater Las Vegas metropolitan area, CSN, as Nevada's largest college and one of the largest in the nation, operates in over 50 locations including 3 main campuses, as well as multiple sites and centers throughout the southern Nevada area. As a comprehensive, multi-campus community college, and the largest and most ethnically diverse institution in the state of Nevada, CSN educates over 50,000 students, including more than 14,000 non-credit students annually. Accredited by the Northwest Commission on College and Universities, CSN offers education opportunities in over 70 academic programs featuring more than 180 degrees and certificates, and several niche baccalaureate programs areas. CSN is proud to be a Hispanic Serving Institution and a Minority Serving Institution. The college creates opportunities and enriches lives with inclusive learning and working environments that support diversity and student success. CSN's mission ensures that the college serves the diverse educational needs of the communities and businesses within the southern Nevada service area. CSN is a growing and influential network that enables students, faculty, staff and alumni to advance personally, professionally and intellectually. Its vibrant network of people and programs creates lifelong benefits for all students. As the communities of southern Nevada continue to grow, CSN is committed to remain highly accessible to serve the diverse needs of an increasing population.

Position Summary

Under direct supervision, responsibilities include but are not limited to:

• Provide secretarial assistance, perform program, administrative, and support duties for the Director of Environmental Health and Safety.

• Serve as spokesperson for Director in his absence, as well as the liaison between the Director and staff.

• Perform all tasks necessary to accomplish the day-to-day operations.

• Prepare reports which summarize financial and statistical information related to the work unit's budget, accounts, activities, program clientele and operations; advise management of 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 as required.

• Maintain and monitor financial and statistical information related to agency accounts, travel, licenses, programs, and activities, expenses; ensure data is current, complete and accurate; maintain current balances.

• Work within NRS NAC, Board of Regents, and College policies and procedures.

• Research information from a variety of internal and external sources including internet for projects which may include unique purchases; identify sources of information and communicate with vendors and others concerning technical aspects of the project/purchase; evaluate and compare information; report findings to Director.

• 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.

• 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 others; 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 communication between the manager and staff both within and outside the work unit; receive and relay sensitive information.

• Check the department's voicemail and respond or assign to others in a timely manner.

• Make necessary purchases with Pcard or purchase order, following CSN policies and procedures.

• Ensure all AED units are checked and reported to our third party overseer with 100% compliance.

• Calendar and track permits to ensure they are renewed at least 2 weeks before they are due with 100% compliance.

• E-file new permits, archiving old ones, within one week of receipt. Coordinate with the School of Health Sciences to provide dosimeter reports to students on the last day of each semester.

• Review, e-file, and track BBP exposure paperwork within a week of receipt.

• E-file and coordinate Hepatitis B shots and paperwork.

• Enter new employees into ClarityNet and assign curriculum upon hire.

• Pull training reports and contact supervisors if their employee is late in their training.

• Assist in purchasing required ergonomic and safety items. Enter work orders directly into TMA and assign to the right department.

• Review and maintain EH&S work requests for EH&S indication on any work orders in TMA.

• Participate with other Facilities departments, CSN Police, and Technical Services as required.

• Additional duties performed in accordance with verbal and/or written instruction.

• Serve as backup to other Administrative Assistant positions when necessary.

• Stay current with relevant technology; must have the ability to use and learn a wide variety of computer programs and tools such as: General office software (e.g. Microsoft Word, Excel, Outlook, PowerPoint), TMA, Workday, and ClarityNet. Perform other related duties as assigned.

• Work Shift is 7 a.m. - 3:30 p.m.

Required Qualifications

• 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.

Salary Range

Grade 27, Step 1 - Grade 27, Step 10

$35,725.68 - $52,032.96

Exempt

No

Full-Time Equivalent

100.0%

Required Attachment(s)

To be considered for this position, upload the following documents to your application:

• Resume /CV

• Cover Letter

• Unofficial College Transcripts (optional)

Local Search

Out of Area/State Candidates will not be offered travel reimbursement.

NSHE - INTERNAL APPLICANTS PLEASE NOTE

CSN employees or employees within the Nevada System of Higher Education (NSHE) MUST use the "Find Jobs" process within Workday to find and apply for jobs at CSN and other NSHE Institutions. Once you log into Workday, type "Find Jobs" in the search box which will navigate to the internal job posting site. Locate this specific job posting by typing the requisition number in the search box. If you complete an application outside of the internal application process and apply as an external candidate, your application will no longer be considered at the time of minimum qualification review. In order to prevent the disqualification of your application, you will need to reapply as an internal candidate before 11:59pm the day prior to the position close date.

Posting Close Date

06/22/2019

Note to Applicant

Applicants should fully describe their qualifications and experience with specific reference to each of the minimum and preferred qualifications. The search committee will use this information during the initial review of application materials.

All document(s) must be received by 11:59 p.m. the day prior to the closing date posted on the job announcement.

This position may require that a criminal background check be conducted on the candidate(s) selected for hire.

As part of the hiring process, applicants for positions in the Nevada System of Higher Education may be required to demonstrate the ability to perform job-related tasks.

Schedules are subject to change based on organizational needs.

CSN is responsive to serving the educational needs of a diverse and ever-changing community. CSN employs only U.S. citizens and aliens authorized to work in the U.S. CSN does not sponsor aliens applying for faculty, professional staff, or management positions (H-1B Visas) in the absence of exceptional circumstances as defined by the USCIS.

To apply, visit https://apptrkr.com/1498311

About Us

The College of Southern Nevada (CSN) creates opportunities and changes lives through access to quality teaching, services, and experiences that enrich our diverse community. CSN has three main campuses in Las Vegas, North Las Vegas and Henderson and multiple sites and centers.

The Nevada System of Higher Education (NSHE) is committed to providing a place of work and learning free of discrimination on the basis of a person’s age, disability, whether actual or perceived by others (including service-connected disabilities), gender (including pregnancy related conditions), military status or military obligations, sexual orientation, gender identity or expression, genetic information, national origin, race, or religion.

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