Office Specialist
State of Nebraska

Lincoln, Nebraska

Our role is to help Nebraskans plan and prepare for, respond to, and recover from disasters and emergencies. It is an important role and we seek teammates interested in and capable of helping us help others.

The State of Nebraska offers excellent benefits, including: 13 paid holidays, generous sick and vacation leave accruals to start out, a retirement plan with a State match of 156%, health, dental, vision and life insurance options ($20K basic life insurance at no cost and the State pays 79% of health insurance monthly premiums), short and long-term disability, dependent and flexible spending accounts, Deferred Compensation Plan, Military Spouse Transition Program, Veterans Preference, Public Service Loan Forgiveness Program (PSLF) through the Federal government, Leave Donation Programs, Teammate Discount Program, community college benefit for children of state teammates, free parking, job more!

Location: Nebraska Emergency Management Agency, Joint Force Headquarters, 2433 NW 24th Street, Lincoln NE

Sounds like an environment that you want to be part of? Check us out!
Examples of Work
Screens documents against a set of requirements, comparing them with established references and guidelines, and verifies their accuracy and completeness to determine eligibility for the issuance of procurement and travel documents. Prepares requisitions, purchase orders and contracts. Reviews and processes documents, packing slips and invoices from vendors, contractors and others for reimbursement or payment voucher various 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.

Fielding agency phone calls that may need to be transferred especially those regarding a disaster situation.

Daily delivery of hard copy documents back and forth between pre-audit/services office. Back-up rotation to delivery and ick up mail from State offices. Pick up mail/package deliveries from the building mail room.

Coordinates people, equipment, location, and supplies for meetings, hearings, and/or conferences; prepares transportation, car assignment, airline tickets, travel vouchers and lodging reservations. Necessary hard copies are prepared as back-up to future payments of invoices, expenses reimbursements, state agency payments, etc.

On an hourly/daily basis continues to update the travel order log. On a weekly basis, tracks actual odometer readings to stay compliant with State requirements of balancing mileage per month in order to continue use of state vehicles. Collects and balances figures on monthly billings; searches for, gathers, and verifies information and documents for repairs. Schedules necessary maintenance/repair requests.

In accord with clear guidelines, provides internal and external customers with information, assistance and services. Discusses problems or deficiencies to provide information or explain regulations and requirements.

Prepares hard-copy, signed documents necessary to conduct business with new vendors to open new accounts on both ends.

Copies, enters, updates, retrieves, and deletes currency and archival data, files, records, and documents within hard copy or electronic databases or other record keeping systems.

During disaster situations, not only assists with purchase orders and travel orders, but orders meals, maintain and distributes food/beverages, maintains additional kitchen/bathroom functions for all essential workers stationed in the State Emergency Operations Center on a 24 hour basis as needed.
Qualifications / Requirements
Minimum Qualification 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; prepare, proofread, and correct errors in information, documents; 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.


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