Office Specialist
State of Nebraska

Lincoln, Nebraska

This job has expired.


Description
Under general supervision, positions at this level perform a variety of detailed, time-consuming technical support activities to assist a section, unit, or immediate supervisor (usually mid-level or professional) with detailed portions of program, technical, or administrative operations or perform moderately complex clerical/secretarial support of a generalized or specialized nature. Duties are performed in accord with clear, applicable guidelines, relative to the employing agency's program-administrative functions. Positions at this level apply knowledge of standardized rules, policies, procedures, guidelines, or practices to plan and carry out tasks and resolve problems. Assignments involve related steps, processes, and methods which require selection from a limited number of options/choices. Some judgment is applied in locating, selecting, and applying these directives to specific cases, but there is limited latitude for the use of initiative and discretion in resolving issues. Some positions may require knowledge of technical terminology or special software programs to perform duties unique to the employing agency. Positions in this class are primarily concerned with assuring procedures are followed correctly and work is completed timely.

Incumbents typically interact with others within the agency who perform different functions and kinds of work or with those outside the agency to provide information or to conduct customer service functions. Positions may perform some basic office support activities but would not be assigned this work the preponderance of time; may serve as a mentor or guide the work of positions in a lower level.

Location: Nebraska State Office Building, 301 Centennial Mall South, 1st Floor, Lincoln, NE 68509

Schedule: Monday - Friday 8 AM - 5 PM
Examples of Work
Examines and processes forms, applications, documents, and reports, calculates associated fees or other billings, and responds to requests and inquiries, related to permitting, licensing, application, certification, registration, or other agency program-administrative processes and operations.
Screens documents against set requirements, comparing them with established references and guidelines, and verifies their accuracy and completeness to determine eligibility for the issuance of licenses, certificates, permits, or other official documents.
In accord with clear guidelines, provides internal and external customers with information, assistance and services; explains what is required to obtain or retain state issued certification, license, registration, or services. Discusses problems or deficiencies to provide information or explain regulations and requirements.
Collects and deposits fees, issue receipts and refunds, and balances figures on monthly reports; searches for, gathers, and verifies information and documents for reports.
Prepares invoices and payment of claims, requisitions, purchase orders. Reviews and processes claims from vendors, contractors, medical providers, and others for reimbursement or payment under various state programs.
Compiles and checks documents, records, and reports to confirm accuracy, completeness, and status of information, to process requests or transactions, and/or to provide the supervisor or other employees with information.
Prepares reports, documents, and/or presentations through the manipulation of data.
Searches/identifies and summarizes pertinent data from statistical, financial, work activity, administrative, and/or program records; creates forms, documents, textual-numerical-graphic material, to assist others in collecting and presenting information for decision-making.
Enters, updates, retrieves, and deletes current and archival data, files, records, and documents within hard copy or electronic databases or other record keeping systems; maintains equipment or material procurement, tracking, inventory, or other records.
Prepares packets of information/material relative to agency activities, actions, or requests for distribution to the public, customers, clients, vendors, agency representatives, or contractors.
Coordinates people, equipment, location, and supplies for meetings, hearings, and/or conferences; prepares transportation and lodging reservations and travel vouchers.
Contacts agency or other state/local government employees to obtain operational assistance or to relay and verify information on resources available; operates specialized communication equipment (e.g., electronic, audio and/or visual devices).
Implements program-administrative service monitoring/evaluation processes to provide the means for the supervisor to determine the effectiveness of operations directed and associated problems.
Qualifications / Requirements
Coursework/training in administrative/office support functions, procedures, and methods including the operation of personal computers and office equipment; or areas related to the programs and functions of the employing agency.
OR
Experience in customer service or public contact; or applying criteria/regulations; and/or performing administrative/office/secretarial support work including use of personal computers and office equipment.
Knowledge, Skills and Abilities
Knowledge of: the practices, procedures, and equipment used in secretarial/clerical support operations; record keeping practices and database management; administrative reporting formats; customer service processes and principles; the program-administrative policies and guidelines; specialized processes and terminology associated with assigned work; grammar, punctuation, spelling, and composition for general business and specialized purposes; word and data processing software.

Ability to: communicate in person and by telephone, email, and correspondence to exchange information and ideas; interact effectively with persons of diverse backgrounds; summarize technical data and results of research and tracking activities into reports; prepare, proofread, and correct errors in information, documents, reports; understand and apply instructions and program-administrative policies and directives; implement decisions made and take actions selected by others to achieve work objectives, performance goals, and priorities; learn the organizational structure, mission, and activities of the employing agency; learn agency policies and procedures pertinent to the work assigned; maintain confidentiality; maintain accurate records and documentation.

Key Skills: Must be proficient in Excel with creating charts and tracking several individuals for each liquor license that is required to take training. Must have excellent customer service phone and email correspondence skills.


This job has expired.

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