Office Specialist at State of Nebraska in Lincoln, Nebraska

Job Description:

The work we do matters!




Hiring Agency:

Engineers and Architects Board - Agency 58



Location:

Lincoln, NE



Hiring Rate:

$16.277



Job Posting:

JR2025-00014495 Office Specialist (Open)



Applications No Longer Accepted On (If no date is displayed, job is posted as open until closed):
04-04-2025



Job Description:

The Nebraska Board of Engineers and Architects' mission is to establish requirements for education, experience, examination, and enforcement for the practices of engineering and architecture to safeguard life, health, and property, and to promote public welfare.
The Board seeks an individual with excellent data entry and communication skills to handle our application processes and customer service duties. If you enjoy diverse work tasks, are highly organized and detail-oriented, have excellent written and verbal communication, and work well both independently and as a team member, then our Office Specialist position is for you.
Under general supervision, you will be responsible for data entry and the initial review of license and exam applications against current requirements for exam admittance, intern enrollment, and licensure. You will correspond with applicants and licensees regarding architect and professional engineer application processes and requirements in addition to general inquiries related to them. Other administrative tasks and projects may be assigned as needed.


SALARY: $16.277-$23.994 hourly - Pay rate may be commensurate with education and experience if fiduciarily approved.


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.


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. Position 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. The position 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.



Requirements/Qualifications




Minimum Qualifications: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.



Preferred: Experience with Microsoft Office, including Word, Excel, and Outlook.



Knowledge/Skills/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.






Benefits



We offer a comprehensive package of pay, benefits, paid time off, retirement and professional development opportunities to help you get the most out of your career and life. Your paycheck is just part of your total compensation.


Check out all that the State of Nebraska has to offer! Benefit eligibility may vary by position, agency and employment status. For more information on benefits, please visit: https://statejobs.nebraska.gov/index.html#benefits



Equal Opportunity Statement



The State of Nebraska values our teammates as well as a supportive environment that strives to promote diversity, inclusion, and belonging. We recruit, hire, train, and promote in all job classifications and at all levels without regard to race, color, religion, sex. age, national origin, disability, marital status or genetics.



Current employees of the State of Nebraska should NOT apply on this external career. Instead go to Workday and access the Jobs Hub - Internal Apply app from your home landing page. Apply Now