Administrative Programs Officer II

State of Nebraska • Lincoln, NE

4d • $25

About The Position

Serves as the agency/Statewide operations program manager for all agency records. Develops retention and storage and assesses distribution in accordance with federal and state laws and regulations. Acts as the primary liaison for all agency records issues by planning, execution, and follow up. Oversees the retention, distribution, and destruction of agency records. Evaluates and ensures response to non-media requests for public information, including requests to review and requests for copes of records and files. Routes records to staff and/or coordinates with operational staff for response. Oversees the provision of written or oral response to requestor. Provide clarification on records’ statutes/policies when conflicts or questions arise on a request for information or during a review. Identifies and communicates technology problems with agency Information Technology staff to resolve issues and ensure statewide program continuity. Determine agency hardware and software application needs and assist with the bidding and selection process for purchase of the same. Serves as Records subject matter expert. Develop and recommend the establishment of agency rules and procedures on records management issues. Communicates with federal, and state agencies, and public/private entities on agency records management issues. Provides expertise and oversight to agency statewide records operations. Reviews NSP databases and records provided for subpoena requests, and other legal matters with Legal Counsel and staff, various agency program staff, and records storage operations. Performs statewide troop area assistance visits. Develops and delivers records management training to agency command and support staff to establish and maintain sound filing and records management procedures and principles, and ensure they are in compliance with agency, state, and federal rules/procedures/statutes. Acts as agency expert and point of contact for all records management issues; communicates with Nebraska Secretary of State Records Management Division and other law enforcement agencies and state agencies. Evaluates, consults with agency managers on disposition and transfers of records stored at State Records Storage Area. Acts as Supervisor of Niche support team. Works directly with the NSP Project Manager as well as the Niche Project Manager on all Niche updates and progress statuses. Performs monthly Niche NIBRS validations. Submits division needs for annual budget. Work with the Training Academy and NSP Project Manager on training provided to new recruit camps. Schedule shredding pick up services. Create purchase orders in POLAR system when needed and approve records invoices for payment. Submit NSP publications to Library Commission.

Requirements

• Bachelor’s degree in public or business administration, accounting or any discipline related to the work assigned.
• One year of experience in planning, organizing, and implementing program administrative or business financial functions.
• Experience may substitute for education on a year-for-year basis.
• Resumes will not be accepted as a substitute to your applicant information.
• Failure to complete all areas of your employment application may result in your application being disqualified from our selection process.
• Regular and reliable attendance is expected.
• A valid driver's license and the ability to safely operate a State of Nebraska vehicle is required.
• If selected for this position, you must meet the U.S. Citizenship & Immigration Services employment eligibility requirements by completing an EEV (I-9) Form.
• The agency does not sponsor H1-B Visa's.
• Applicants will be screened for a record of criminal activity and criminal history using a fingerprint-based check before a final offer of employment is made.
• Applicants must be free of felony convictions, and cannot maintain continuous association or dealings with persons, groups, or organizations whom they know, or should know, are persons or groups or organizations under criminal investigation or indictment or who have a reputation for present, ongoing involvement in felonious or criminal behavior.
• The applicant must successfully complete an extensive screening prior to being employed, which includes completion of a Personal History Questionnaire.
• Selection process will include an interview.
• Knowledge of: Governmental organizations and administrative procedures Project management procedures Research and administrative survey and reporting techniques The principles and practices of budgeting and accounting Personnel management practices Public relations principles and techniques The inter-relationships among various operations and groups served Federal and State laws, regulations, and guidelines Legislative processes Advise and guide representatives of other agencies and government officials in solving problems Develop functional objectives, performance goals and criteria, and priorities Computerized business systems General accounting systems.
• Skill in: Operation and maintenance of computer equipment, RMS (Records Management System) software, and other office machines Developing work and resource usage plans, initiat ing cost reduction measures, and implementing performance improvement actions Prioritizing/organizing work Data analysis and problem solving.
• Ability to: Organize and present facts and opinions to exchange information and ideas and to effectively communicate in promoting agency needs, plans, and objectives Conduct research activities Summarize technical data and conclusions into reports Plan, organize, and control the work of others Apply management practices, theories, techniques, and methodologies to assigned responsibilities and leadership requirements Analyze data and draw conclusions Learn agency programs, functions, policies, procedures, processes, communications channels, and objectives related to assigned responsibilities Manage multiple assignments in accordance with defined work priorities and due dates Negotiate for personnel, financial and technology resources.

Responsibilities

• Serves as the agency/Statewide operations program manager for all agency records.
• Develops retention and storage and assesses distribution in accordance with federal and state laws and regulations.
• Acts as the primary liaison for all agency records issues by planning, execution, and follow up.
• Oversees the retention, distribution, and destruction of agency records.
• Evaluates and ensures response to non-media requests for public information, including requests to review and requests for copes of records and files.
• Routes records to staff and/or coordinates with operational staff for response.
• Oversees the provision of written or oral response to requestor.
• Provide clarification on records’ statutes/policies when conflicts or questions arise on a request for information or during a review.
• Identifies and communicates technology problems with agency Information Technology staff to resolve issues and ensure statewide program continuity.
• Determine agency hardware and software application needs and assist with the bidding and selection process for purchase of the same.
• Serves as Records subject matter expert.
• Develop and recommend the establishment of agency rules and procedures on records management issues.
• Communicates with federal, and state agencies, and public/private entities on agency records management issues.
• Provides expertise and oversight to agency statewide records operations.
• Reviews NSP databases and records provided for subpoena requests, and other legal matters with Legal Counsel and staff, various agency program staff, and records storage operations.
• Performs statewide troop area assistance visits.
• Develops and delivers records management training to agency command and support staff to establish and maintain sound filing and records management procedures and principles, and ensure they are in compliance with agency, state, and federal rules/procedures/statutes.
• Acts as agency expert and point of contact for all records management issues; communicates with Nebraska Secretary of State Records Management Division and other law enforcement agencies and state agencies.
• Evaluates, consults with agency managers on disposition and transfers of records stored at State Records Storage Area.
• Acts as Supervisor of Niche support team.
• Works directly with the NSP Project Manager as well as the Niche Project Manager on all Niche updates and progress statuses.
• Performs monthly Niche NIBRS validations.
• Submits division needs for annual budget.
• Work with the Training Academy and NSP Project Manager on training provided to new recruit camps.
• Schedule shredding pick up services.
• Create purchase orders in POLAR system when needed and approve records invoices for payment.
• Submit NSP publications to Library Commission.

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

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level