Office Specialist I at State of Nebraska

Posted in Other 14 days ago.

Location: Lincoln, Nebraska

Job Description:

Do you have any experience in efficient and effective communication? Are you looking to work with a highly skilled team? The State Fire Marshal is seeking a full-time Office Specialist with great communication and interpersonal skills to join our dedicated team of professionals. The nature of responsibility is applying, interpreting and developing office policies and procedures. Does this interest you? This Office Specialist position might be your perfect fit!

Before we dive into what we need, let us show off what you get!
• 13 paid holidays
• Vacation and sick leave that begin accruing immediately
• Military leave
• 156% (that's not a typo!) state-matched retirement
• Tuition reimbursement
• Employee assistance program
• 79% employer paid health insurance plans
• Dental and vision insurance plans
• Employer-paid $20,000 life insurance policy
• Public Service Loan Forgiveness Program (PSLF) through the Federal government
• Wide variety and availability of career advancement as the largest and most diverse employer in the State
• Opportunity to be part of meaningful work and make a difference through public service
• Training and Development based on your career aspirations
• Fun, inviting teammates
• A safe and secure environment

At the State, we stand by our core values of treating others with dignity and respect, acting ethically in all situations, and creating an environment where our customer is our top priority. Apply to join our team today!

Location: 246 S. 14th Street, Suite 1 Lincoln, NE

Schedule: Monday-Friday 8:00 AM-5:00PM
Examples of Work
This position in the Office/Administrative Support series are composed of clerical/secretarial, technical, and administrative support levels, where assigned work is in support of an agency's office procedures/processes and/or specialized department functions. Answer and route calls from a multi-line phone, greet and direct customers, open and sort mail, enter receipts into cash register, make hotel and airline reservations, order office supplies, business cards and forms. Cross trained to support Office Specialists in the Inspections Division. Work includes respond to customer inquiries, receive/distribute referral inspections, receive/record payment information, issue occupancy permits, and generation of reports. Receive order requests, obtain quotes, create purchase orders, place orders, receive items, assign tag numbers and distribute items to staff or place in stock. Monitor and track assets through life cycle from acquisition to disposal; set up fixed assets in the Payroll and Financial Center, create tags and ensure assets are properly labeled. Maintain a database of non-capitalized inventory items; annual review/verification of agency-wide assets; organize and maintain storage areas; prepare items and forms for disposal and deliver to State Surplus. Receive applications and fees, generate and proctor monthly tests, grade tests and issue licenses for fireworks display operators and fire alarm inspector certificates. Maintain information in access database. Process firework retail stand permits and jobber/distributor licenses. Review, track and scan plan applications, checks and plan review forms. Other duties as assigned within the scope of the classification.
Qualifications / Requirements
Coursework/training or experience in public contact, customer service, and/or performing and applying office/clerical support procedures, including the use of a personal computer, associated software, and office equipment.
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: Previous experience with procurement and inventory management, proficient with Microsoft Office Products including Outlook, Word and Access.

OTHER: Regular and reliable attendance is required.
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; strong computer skills including MS Word, Excel, Outlook, Access and typing/keyboard skills.

Ability to communicate in person, 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; deal with interruptions while doing tasks that require a high level of concentration; 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. Energetic, flexible, great attitude, good attention to detail and high accuracy in work. Good initiative to meet deadlines. Ability to work as part of a team.

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