Office Specialist

State of Nebraska • Lincoln, NE

1d • Onsite

About The Position

At DHHS, we value our employees and their dedication. We offer a supportive and friendly work environment with a comprehensive benefits package. This role involves answering questions and directing calls for the main DD phone line, assisting in preparing packets for appeals within the DD division, and examining and processing various forms, applications, documents, and reports. The position requires calculating associated fees or billings, responding to inquiries related to agency program-administrative processes, screening documents against set requirements, and verifying their accuracy and completeness. The Office Specialist will provide information, assistance, and services to internal and external customers, explain requirements for obtaining or retaining state-issued certifications, licenses, registrations, or services, and discuss problems or deficiencies to explain regulations and requirements. Responsibilities also include collecting and depositing fees, issuing receipts and refunds, balancing monthly reports, searching for and verifying information for reports, preparing invoices and processing payments of claims, requisitions, and purchase orders. Additionally, the role involves reviewing and processing claims from vendors, contractors, and medical providers, compiling and checking documents for accuracy and completeness, preparing reports and presentations by manipulating data, and entering, updating, retrieving, and deleting data in electronic databases. The Office Specialist will also maintain procurement and inventory records and prepare packets of information for distribution.

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

• NFocus experience

Responsibilities

• Answering questions and directing calls for the main DD phone line.
• Assisting in preparing packets for appeals within the DD division.
• Examining and processing forms, applications, documents, and reports.
• Calculating associated fees or other billings.
• Responding to requests and inquiries related to permitting, licensing, application, certification, registration, or other agency program-administrative processes and operations.
• Screening documents against set requirements, comparing them with established references and guidelines, and verifying their accuracy and completeness to determine eligibility for the issuance of licenses, certificates, permits, or other official documents.
• Providing internal and external customers with information, assistance and services in accordance with clear guidelines.
• Explaining what is required to obtain or retain state issued certification, license, registration, or services.
• Discussing problems or deficiencies to provide information or explain regulations and requirements.
• Collecting and depositing fees, issue receipts and refunds, and balancing figures on monthly reports.
• Searching for, gathering, and verifying information and documents for reports.
• Preparing invoices and payment of claims, requisitions, purchase orders.
• Reviewing and processing claims from vendors, contractors, medical providers, and others for reimbursement or payment under various state programs.
• Compiling and checking documents, records, and reports to confirm accuracy, completeness, and status of information, to process requests or transactions, and/or to provide the supervisor or other employees with information.
• Preparing reports, documents, and/or presentations through the manipulation of data.
• Searching/identifying and summarizing pertinent data from statistical, financial, work activity, administrative, and/or program records.
• Creating forms, documents, textual-numerical-graphic material, to assist others in collecting and presenting information for decision-making.
• Entering, updating, retrieving, and deleting current and archival data, files, records, and documents within hard copy or electronic databases or other record keeping systems.
• Maintaining equipment or material procurement, tracking, inventory, or other records.
• Preparing packets of information/material relative to agency activities, actions, or requests for distribution to the public, customers, clients, vendors, agency representatives, or contractors.

Benefits

• State-matched retirement contribution of 156%
• 13 paid holidays per year
• Generous leave accruals that begin immediately – includes 12 paid vacation days and 12 paid sick days
• Tuition reimbursement program
• Public Service Loan Forgiveness Program (PSLF) through the Federal government
• 79% employer-paid health insurance plans
• Dental and vision insurance plans
• Employer-paid $20,000 life insurance policy
• Career advancement opportunities
• Training and development based on your career goals

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed