Office Specialist - Office of Facilities Support at State of Nebraska

Posted in Other 8 days ago.

Location: Lincoln, Nebraska

Job Description:

Nebraska Department of Health and Human Services (DHHS) is a state agency that, "Helps People Live Better Lives" every day. The Division of Public Health within DHHS, has an immediate opening for two Office Specialists to assist the Office of Facilities Support.

To learn more please visit our website at

We offer an excellent total compensation package including: 13 paid holidays; vacation and sick leave; State-matched retirement plan; health, dental, vision, and life insurance options!

Location: 301 Centennial Mall South, NSOB, Lincoln
Examples of Work
These positions will support the Program Manager and the Complaint Intake and Training Coordinator.

Prints, scans, and assembles complaint information from N-FOCUS, faxes, and mail for review and triage by Nursing Services Surveyor Consultants (NSSC) Complaint Intake Surveyors.

Receives, opens, and sorts mail for Facilities Licensure Unit.

Serves as Cashier for Facilities Licensure Unit to ensure separation of duties for audit compliance; receives payments, accounts for payments received, data enters payments received in appropriate database, sends payments to Accounting for receipting; issues receipts and refunds; balances figures on monthly reports.

Examines and processes forms, applications, documents, and reports, calculates associated fees, and responds to requests and inquiries related to licensing, application, certification, or other Facilities Licensure Unit program-administrative processes and operations.

Performs accounting functions for the Facilities Licensure Unit, including Interagency Billing Transactions (IBT), Journal Entries (JE), and Expense Reimbursement Documents (ERD); reviews and processes invoices from vendors, contractors, and others for reimbursement or payment.

Answers phones, responds to inquiries, and directs callers to appropriate program area.

In accordance with clear guidelines, provides internal and external customers with information, assistance and services.

Provides support functions to the Office of Facilities Support including word processing and maintaining filing systems.

Enters, updates, and retrieves current and archival data, files, records, reports, and documents within hard copy or electronic databases or other record keeping systems, including Aspen Central Office (ACO), Aspen Complaint Tracking System (ACTS), License Information System (LIS), and Licensing and Certification Environment (LANCE).

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 in reports for decision-making, including preparing ongoing reports from ACO and ACTS to reflect status of meeting performance standards established by the Centers for Medicare and Medicaid Services (CMS).

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.

Coordinate records management functions for the Facilities Licensure Unit.

Manage Facilities Licensure Unit inventory for acquisitions, disposals, and annual review.

Prepares packets of information/material relative to Facilities Licensure Unit activities, actions, or requests for distribution to the public, customers, clients, vendors, agency representatives, or contractors.

Assembles training manuals for surveyor training.

Coordinates people, schedules, equipment, location, and supplies for training events, meetings, hearings, and/or informal conferences; prepares transportation and lodging reservations and completes out of state travel requests for supervisor approval.

Implements monitoring/evaluation processes for the Office of Facilities Support to provide the means for the supervisor to determine the effectiveness of operations directed and associated problems.
Qualifications / Requirements
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.
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.

- at least 3 years experience in an administrative support role;
- skilled in using Microsoft Office software (Word, Excel, PowerPoint, Outlook); and
- excellent communication and critical thinking skills.
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.

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