Office Specialist - North Platte

State of Nebraska•North Platte, NE

1d•Onsite

About The Position

The Nebraska Department of Transportation is hiring an Office Specialist in North Platte to support the agency’s mission of building and maintaining a safe, convenient, and innovative statewide transportation system. The role provides receptionist and customer service support, handles administrative and financial processing, maintains records, and assists district personnel and the public. The position is scheduled Monday through Friday, 8:00 AM to 5:00 PM, and may occasionally require overnight travel or work outside normal hours, including support for emergency winter operations.

Requirements

Coursework or training in administrative/office support functions, procedures, and methods, including operating personal computers and office equipment, or in areas related to the employing agency’s programs and functions; or experience in customer service or public contact, applying criteria or regulations, and/or administrative, office, or secretarial support work, including use of personal computers and office equipment.
Maintain regular and reliable attendance.
Work from 8:00 AM to 5:00 PM, Monday through Friday.
Have a valid driver’s license or the ability to provide independent authorized transportation.
Ability to work with personnel information while maintaining confidentiality.
Ability to gather pertinent information to answer inquiries.
Effective communication skills, professional presence, ability to work under pressure, and good interpersonal skills.
Ability to interact professionally and courteously with NDOT teammates, local government representatives, contractors, consultants, vendors, and the public.
Ability to prioritize requests, manage time, and multitask.
Good organizational skills and attention to detail.

Nice To Haves

Skilled use of Microsoft Word, Excel, and Outlook.
Ability to create and maintain data and correspondence using Excel spreadsheets and Word documents and tables.
Experience reading maps and knowledge of highway locations across Nebraska.
Experience working with the public by phone, email, and face-to-face interaction.
Experience managing digital and physical records.
General accounting knowledge and ability to apply accounting principles and practices, including accounts payable and bookkeeping.
Experience communicating with vendors to resolve billing issues and/or verify charges.
Proofreading skills and experience auditing documents.

Responsibilities

Serve as receptionist for walk-in and telephone customers.
Answer a multi-line telephone, screen and qualify callers’ requests, direct calls to appropriate personnel, and take detailed messages.
Assist with making travel arrangements.
Prepare and proofread correspondence.
Audit and enter purchase order invoices into the Mainframe Roads Payment System, NIS/E1, and OnBase for payment.
Audit and enter Procurement Card reconciliations for mechanics and/or district personnel into the Procurement Card System.
Audit and prepare purchase orders and expense reimbursements for district personnel and enter them for payment in the Roads Payment System.
Assist customers with the automated truck and building move permit system and issue permits, including processing credit card payments through the Elavon system.
Prepare and process press releases.
Generate short-form bid proposal documents.
Process new-hire paperwork and enter service requests for new hires.
Assist with winter operations communications in the District Operations Center, including possible after-hours, weekend, and holiday work for emergency events.
Order office supplies and maintain inventory.
File administrative, Construction, Maintenance, and Right-of-Way (ROW) documents.
Prepare outgoing mail daily.
Scan and copy interoffice documents, forward them to appropriate recipients, and maintain files.
Perform data entry in various NDOT computer systems.
Create and update Microsoft spreadsheets, Word documents, and Outlook calendars.
Assist with setting up and cleaning up meetings and receptions in the District 6 headquarters conference room.
Attend assigned training classes.
Perform other duties as assigned.

Benefits

State-matched retirement contribution of 156%.
13 paid holidays.
Generous leave accruals beginning immediately.
Work-life balance culture.
Military leave.
Tuition reimbursement program.
Dependent tuition reimbursement program with partnering Nebraska community colleges.
Public Service Loan Forgiveness Program through the federal government.
Employer-paid health insurance plans (79% employer paid).
Dental and vision insurance plans.
Employer-paid $20,000 life insurance policy.
Career advancement opportunities.
Training and development based on career aspirations.
Employee Assistance Program.
Job security and stability.