Executive Assistant to the Director at State of Nebraska

Posted in Other 12 days ago.

Location: Lincoln, Nebraska





Job Description:

Description


The State of Nebraska, Department of Health and Human Services is seeking a full-time Administrative Programs Officer I to assist the Director for the Division of Behavioral Health. The position will support a busy DHHS Director in the Division of Behavioral Health (DBH). The desired candidate serves as a core communication hub for the Director with internal and external customers staying focused on the best possible customer service and problem resolution. The Administrative Programs Officer will organize and administer day to day workflows that support the effectiveness and efficiency of the Director and Division project completion.


If you possess outstanding customer service, organizational and multi-tasking skills, WE NEED YOU!


You have the passion; we have the opportunities - let's make a difference for Nebraskans!


For more information about the Nebraska Department of Health and Human Services and the Division of Behavioral Health, please visit our website, http://dhhs.ne.gov.


Hiring Rate: Starting pay rate $18.696/hour. Increase to $19.631/hour after successful completion of original probation period.
Examples of Work
The position will support a busy DHHS Director in the Division of Behavioral Health (DBH). The desired candidate serves as a core communication hub for the Director with internal and external customers staying focused on the best possible customer service and problem resolution. The Administrative Programs Officer will organize and administer day to day workflows that support the effectiveness and efficiency of the Director and Division project completion and:


• The administrative support requires oversight and managing complex schedules, programs, and work processes.
• As the primary support for the Division Director, they also function as a go-to source of information and assistance to the Division's administrative leadership and division teammates.
• The position facilitates and coordinates a variety of administrative tasks across multiple levels of responsibility within the Division while interacting with executive leadership across State, Regional, Agency and Consumer levels.
• The position manages complex schedules of the Director and key division leaders, often prioritizing and addressing conflicts with meetings and appointments.
• Other administrative functions include but are not limited to effective and timely communication to teammates and stakeholders, tracking and delegation of specific strategic project activities, delegation of assignments within the DBH senior leadership and administrative teams, monitors correspondence and refers it to other staff for reply or collects background information and writes appropriate responses to ensure proper disposition of inquiries.
• The position ensures division correspondence and other public facing documents are prepared and available to the Director and the Division.
• The position ensures team and system partner meetings have agendas, minutes, hand-outs, power points, and managers logistics to achieve desired outcomes.
• Given the intricacies of each customer group, this staff needs to have considerable in-depth knowledge in handling a variety of administrative and stakeholder processes and problem resolution that will meet DHHS and Division goals.
• The position must facilitate and coordinate a variety of tasks across multiple levels of responsibility simultaneously while interacting with executive leadership across State, Regional, Agency and Consumer levels. All these areas require a high level of critical thinking, distinct administrative technical skill sets, and all require a greater degree of knowledge on an administrative level which surpass the expectations for other staff assistant/support positions, thus making it impossible to simply absorb into the work expectations and needs of the Director for current staff to learn the complex requirements associated with effectively managing this work.
Qualifications / Requirements
REQUIREMETNS: Associate degree in public or business administration, accounting, or any discipline related to the work assigned. One year of experience in administrative, business management or technical support work including collecting and interpreting statistical, financial, program, or administrative data; or interpreting laws, rules, regulations, and processes. Experience may substitute for education on a year-for-year basis.


PREFERRED:
• Minimum of 2 years administrative support experience involving use of data-based tracking and management, performing administrative/office/support work including the use of personal computers and office equipment.


• Expert level proficiency in Microsoft Office, Outlook, Word, Excel, PowerPoint, SharePoint, OnBase and web conferencing technology such as Zoom and WebEx.


• Preference given to work experience connected to the behavioral health field in business management, health administration, social work, or behavioral health related coursework.
Knowledge, Skills and Abilities
The applicant must possess excellent customer service/interpersonal skills. They must possess skills to plan, facilitate and coordinate a variety of tasks across multiple levels of responsibility simultaneously while interacting with management across State, Regional Agency, and consumer levels. They must demonstrate a high level of critical thinking and distinct technical skill sets and will ensure that the highest standard of service is provided to all customers at all times. They must have the ability to oversee process tracking and management, have an ability to multi-task, and the ability to generalize information across a variety of projects/work tasks.


Knowledge of: Administration and management principles and practices; Technology: Microsoft Office 2016, Word, Excel, PowerPoint, Zoom, WebEx, SharePoint, OnBase; Project/office management; record keeping; administrative report practices; Federal and State laws and regulations governing the work of DHHS/DBH.


Skills: Problem solving, drafting communication, editing, reading comprehension, active listening, minute taking, reading comprehension, active listening, organize/plan and prioritize work, effectively communicate written and verbal; strong organizational skills.


Abilities: Effectively communicate information and interact with supervisor, all staff, employees and public (phone, computer, email and correspondence); prepare drafts; interpret Division administrative needs; identify problems and make recommendations to operational work; identify and interpret program administrative requirements; combine and organize information into meaningful notes/communication; organize and present facts and opinions to managers and groups; establish working relationships.


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