Office Technician

State of Nebraska•Lincoln, NE

8d•$15•Onsite

About The Position

DESCRIPTION Under immediate to general supervision, positions at this level are assigned a variety of basic clerical or secretarial activities in support of agency office, program, or administrative operations. Duties may be limited to one specific activity or include a variety of support activities such as sorting and distributing mail, data entry, word processing, typing, scanning/filing, answering and directing phone calls, reviewing information for accuracy, maintaining records, scheduling, and copying material. Positions at this level are primarily concerned with assuring procedures are followed correctly and work is completed timely. Tasks are performed and problems solved within established and prescribed guidelines with little or no ability to change the procedures. Incumbents would not deviate from these instructions without consultation from a supervisor or higher-level position. The level of decision-making may include identifying the need for and seeking approval for deviations from established procedures. Work is reviewed on a regular basis to ensure accuracy, timeliness, and efficiency. Typically, work contacts involve agency-wide employees and/or individuals outside the agency where the purposes and discussions are clear and well established. EXAMPLES OF WORK Schedules meetings or appointments; orders supplies, equipment, or publications to maintain office inventory and distributes. Operates computer to perform word processing functions: types/transcribes, composes routine correspondence; formats, proofreads, and edits letters, reports, forms, or other materials from rough draft, corrected copy, or voice recording onto storage media. Records meeting minutes, performs transcription/dictation. Operates data entry devices to transcribe data from source documents or records into computer storage and to verify accuracy of data entered by others. Sorts and batches forms, documents, and other records to be entered into computer storage to document the type and number of records entered, and to process work in a prescribed manner. Greets and directs visitors and/or customers. Answers, screens, and routes phone calls to the appropriate person(s) and/or takes messages, may include multi-line phone systems. Disseminates information in person, and by telephone, email, or correspondence pertinent to the activities of the immediate supervisor to provide requested responses and data to written inquiries, visitors, agency employees, and others. Records, enters, and/or posts program data, financial/budgetary, and/or statistical information on forms or tables, in work registers, ledgers, journals, or logbooks, spreadsheets, or databases to maintain a record of office activities or transactions made and to facilitate the processing of the information. Checks, codes, indexes and files/processes information to facilitate the identification or processing of material. Sorts, files and retrieves correspondence, records, reports, and other items from manual or automated filing systems to ensure uniform storage of and ready access to information. Operates office equipment such as personal computers, reproduction and scanning equipment, multi-sorters, collators, calculators, posting and mailing machines, multi-line telephone systems, and associated software. Purchases, checks, sorts, and delivers mail and other items to ensure proper distribution, storage, or further processing of these materials; verifies the accuracy or completeness of items received. Computes various quantities and totals the amounts of various items received, sent, or used to provide numerical data pertinent to office operations or program accounts and ledgers. Proofreads and corrects documents and other materials produced or received to ensure the accuracy, completeness, and acceptability of the materials before further processing.

Requirements

Coursework/training or experience in public contact, customer service, and/or performing and applying office/clerical support procedures, including the use of a personal computer, associated software, and office equipment.
Some positions may require: a specific data entry keystroke speed or word processing speed; experience and/or training that is unique to the work assigned; applicants to be of a specific minimum age; a valid driver’s license or the ability to provide independent authorized transportation; and/or criminal history background checks and other specific background check protocols for their agency.
Knowledge of: the practices and procedures pertinent to office/clerical support operations; the methods of filing, record keeping, bookkeeping, and mailing; computer operations and standard software and hardware applications; the purpose and activities of the employing agency; the work unit policies and guidelines pertinent to office/clerical support operations; the functions and specialized terminology associated with the work unit and agency; grammar, spelling, capitalization, and punctuation to recognize and correct errors; the procedures of manual and electronic file maintenance, record keeping, and mail distribution.
Ability to: code/sort and file/retrieve records/documents established indexing/filing systems; identify similarities and differences between two or more sets of data; communicate in person, by telephone or email; communicate effectively with work unit supervisors, co-workers, other agency employees, and customers or visitors to exchange information; understand and apply instructions; compute/total figures involving the use of addition, subtraction, multiplication, division, percentages, and fractions; determine course of action to correct inaccurate or incomplete records/documents; file and record information using numerical, alphabetical, and other records keeping systems; maintain confidentiality of materials processed; operate standard office equipment; learn and explain agency office/clerical support operations, policies and guidelines; select and apply established office/clerical support policies, standards, and procedures.

Responsibilities

Schedules meetings or appointments
Orders supplies, equipment, or publications to maintain office inventory and distributes
Operates computer to perform word processing functions: types/transcribes, composes routine correspondence; formats, proofreads, and edits letters, reports, forms, or other materials from rough draft, corrected copy, or voice recording onto storage media
Records meeting minutes, performs transcription/dictation
Operates data entry devices to transcribe data from source documents or records into computer storage and to verify accuracy of data entered by others
Sorts and batches forms, documents, and other records to be entered into computer storage to document the type and number of records entered, and to process work in a prescribed manner
Greets and directs visitors and/or customers
Answers, screens, and routes phone calls to the appropriate person(s) and/or takes messages, may include multi-line phone systems
Disseminates information in person, and by telephone, email, or correspondence pertinent to the activities of the immediate supervisor to provide requested responses and data to written inquiries, visitors, agency employees, and others
Records, enters, and/or posts program data, financial/budgetary, and/or statistical information on forms or tables, in work registers, ledgers, journals, or logbooks, spreadsheets, or databases to maintain a record of office activities or transactions made and to facilitate the processing of the information
Checks, codes, indexes and files/processes information to facilitate the identification or processing of material
Sorts, files and retrieves correspondence, records, reports, and other items from manual or automated filing systems to ensure uniform storage of and ready access to information
Operates office equipment such as personal computers, reproduction and scanning equipment, multi-sorters, collators, calculators, posting and mailing machines, multi-line telephone systems, and associated software
Purchases, checks, sorts, and delivers mail and other items to ensure proper distribution, storage, or further processing of these materials; verifies the accuracy or completeness of items received
Computes various quantities and totals the amounts of various items received, sent, or used to provide numerical data pertinent to office operations or program accounts and ledgers
Proofreads and corrects documents and other materials produced or received to ensure the accuracy, completeness, and acceptability of the materials before further processing

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.
For more information on benefits, please visit: https://statejobs.nebraska.gov/index.html#benefits

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