Office Specialist

State of Nebraska•Lincoln, NE

4d•$17

About The Position

The State of Nebraska's Department of Health and Human Services, Division of Medicaid and Long Term Care is looking for an Office Specialist. Become a part of a team that not only values its members but also knows how to have a good time while achieving excellence! We value our employees' hard work and offer a supportive and friendly work environment along with a comprehensive benefits package. If you're ready to get your career started with the State of Nebraska and be part of a team that makes a difference in the community, apply today!

Requirements

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.

Nice To Haves

At least one year of customer service experience, experience with Enterprise One, NFOCUS, MMIS, OnBase, and Microsoft Excel.
The ideal candidate will have a strong understanding of secretarial and clerical support tasks, including recordkeeping, database management, and preparing reports.
They will be familiar with customer service practices and the policies and procedures related to their work.
Knowledge of specialized terminology and processes specific to their role is important, as well as proficiency in grammar, punctuation, spelling, and composition for business and specialized writing.
The candidate should also be skilled in using word processing and data software for managing documents.
The candidate must be able to communicate clearly and professionally, both in writing and verbally.
They will need to summarize technical data and research into easy-to-understand reports and proofread documents for accuracy.
The ability to follow instructions, apply relevant policies, and carry out tasks effectively is essential.
They should be able to take action based on decisions made by others to meet goals and priorities.
The candidate must also be able to learn about the organization’s structure, mission, and activities and apply policies and procedures to their work

Responsibilities

Processes Forms & Applications: Reviews and processes forms, applications, and reports related to permits, licenses, registrations, and certifications. Calculates fees and responds to related inquiries.
Verifies Documents: Checks documents for completeness and accuracy based on set guidelines to determine eligibility for issuing official documents.
Customer Service & Support: Provides information and assistance to the public and staff, explaining requirements for state-issued licenses, certifications, or services. Helps resolve issues or clarify rules and procedures.
Handles Fees & Transactions: Collects payments, issues receipts or refunds, and reconciles monthly financial records. Prepares invoices, purchase orders, and processes payment claims.
Manages Records & Reports: Compiles, checks, and updates records and reports for accuracy and completeness. Provides data and summaries to supervisors and coworkers.
Prepares Communications & Materials: Creates documents, reports, presentations, and forms. Prepares informational packets for public or agency use.
Maintains Data & Inventory Systems: Enters and updates data in electronic or paper systems. Tracks inventory, purchases, and equipment records.
Coordinates Events & Logistics: Organizes meetings, hearings, and travel arrangements. Coordinates necessary resources like locations, supplies, and transportation.
Liaises with Staff & Agencies: Communicates with agency or government employees to relay or verify information and obtain assistance. Uses specialized communication tools when necessary.
Supports Program Evaluation: Assists in tracking and evaluating services to help supervisors monitor program effectiveness and identify issues.

Benefits

State-matched retirement contribution of 156%!
13 paid holidays
Generous leave accruals that begin immediately
Tuition reimbursement program
79% employer-paid health insurance plans
Dental and vision insurance plans
Employer-paid $20,000 life insurance policy
Career advancement opportunities as the largest and most diverse employer in the state
Training and development based on your career goals
Employee Assistance Program