Administrative Programs Officer at State of Nebraska in Lincoln, Nebraska

Job Description:

The work we do matters!




Hiring Agency:

Engineers and Architects Board - Agency 58



Location:

Lincoln, NE



Hiring Rate:

$20.023



Job Posting:

JR2024-00011362 Administrative Programs Officer (Open)



Applications No Longer Accepted On (If no date is displayed, job is posted as open until closed):



Job Description:

The Board of Engineers and Architects is the licensing and regulatory authority for engineers, architects, and organizations offering architectural and engineering services. Under limited supervision, the administrative programs officer reviews license and exam applications, makes recommendations to the Board, issues approved licenses, and works closely with other staff members on related projects. The position serves as a backup for certain financial and human resource process responsibilities.
The individual also serves as the primary staff liaison for the administrated agencies of the Board of Geologists and State Board of Landscape Architects. Under limited supervision, the individual is responsible for the day-to-day administrative operations of these boards; reviewing applications and issuing approved licenses, scheduling meetings, preparing meeting materials and minutes, running reports, communicating with other state agencies, formulating recommendations to the boards for consideration, and coordinating the boards' objectives and projects as directed.
This position is ideal for the individual who enjoys varied work assignments, is detail-oriented, works both independently and as a team member, is proactive in following national trends and making recommendations to the boards, and can manage multiple projects simultaneously. Communication is a key component of the position. The selected candidate must be able to communicate concisely and clearly. Some travel is involved to attend authorized annual national member-board meetings and outreach activities.
SALARY: $20.023-$29.516 hourly - Pay rate may be commensurate with education and experience if fiduciarily approved.


Under limited supervision, positions at this level serve as a coordinator or specialist for an agency's professional technical, business management, or operational function. Positions assigned to business management functions are generally found in small agencies or a division of a medium to large-sized agency. Positions at this level are typically assigned independent responsibility for a program or business operation involving extensive liaison, coordination, and interaction with employees and customers/clients of the employing agency, members/representatives of boards, commissions, councils, or other governmental agencies or legislative contacts, community/professional associations and/or interest groups, and the public, requiring persuasion and motivation to achieve established goals and requirements through these individuals and organizations. Positions require in-depth program administrative knowledge to set goals and plans, produce agreements/settlements, resolve conflicts, and provide fiscal management.

• Work assignments can include in-depth research and operations/management analysis and project management functions, evaluation of business processes, and development of proposals, conclusions, and courses of action. Work can also involve assessing unusual circumstances or requests, and making decisions that affect individuals, organizations, and processes both inside and outside the employing agency.


• Advises State and federal officials, agency heads, board-commission-council members, agency employees, special interest group representatives, and the public on matters pertinent to agency policy and procedures to provide interpretations, to respond to concerns involving the assigned functions, and to intercept and/or mitigate adverse reactions, concerns, or pressures.


• Develops and manages agency program-administrative function or associated processes, plans, and projects that include goals, funding sources, constraints, performance metrics and success criteria, and development, installation, and evaluation action steps; coordinates all aspects of the projects to ensure progress and adherence to plans.


• Drafts and reviews management proposals; prepares or directs preparation of legal and budgetary impact statements; identifies opinions, options, and consensus and provides recommendations to the immediate supervisor or senior management.


• Plans and coordinates special research and investigative assignments regarding functional and operational problems and issues to develop and recommend courses of action or corrective actions. Responds to requests for information and reports with extracted data from databases.


• Monitors correspondence and refers it to other staff for reply or collects background information and writes appropriate responses to ensure proper disposition of inquiries.


• Monitors the agency's progress toward meeting established goals and objectives by compiling, reviewing, and assessing reports and records to identify the cause and impact of delays or other problems.


• Monitors/authorizes budget/grant expenditures for program-administrative functions assigned; reviews and evaluates actual and projected costs and other information pertinent to budgetary/grant requests and coordinates or consolidates and recommends approval to the immediate supervisor to ensure budget/grant requirements are met.


• Establishes and maintains proper systems of accounting and purchasing. Ensures accuracy of records and compliance of transactions with established policies/procedures.


• Assists in the preparation of the agency's budget by gathering input from agency administrators/managers, preparing draft documents for review/approval by higher authorities and entering final budget recommendations into the budget request system. Reviews budgetary allotment records in the control of expenditures.


• Processes, tracks, retains, and shares information and documents related to budgeting, requisitioning, purchasing, and controlling expenditures. Receives/processes purchasing requests, secures estimates for needed supplies/materials/services, chooses vendors, and enters contracts and receipt of goods into the procurement system. Resolves administrative problems with managers, other state agencies, contract bidders, and vendors.


• Maintains continuous inventories of the agency's fixed assets. Determines when items need to be replaced. Determines/processes surplus equipment, material, and/or property.


• May supervise a group of three or more positions that provide end-user support and training to internal and external customers regarding the software applications and business processes used by the assigned department or division.


• Examines/monitors operations for compliance to policies, procedures, and processes to provide guidance to agency employees, State, and local government officials and employees, and the public to ensure proper application of these directives and processes; evaluates current/proposed policies, procedures, and processes pertinent to program-administrative functions to determine their utility and effectiveness and recommend modifications and improvements.


• Oversees work of contractors/subcontractors to ensure quality/timeliness of work and compliance with contract provisions; prepares progress reports for program-administrative managers, legislative/budgetary officials, and other federal and State governmental representatives.


• Coordinates and oversees administrative activities involving assigned employee supervision, payroll/benefits, information/communication systems, and facility/property management.

Requirements / Qualifications:




Minimum Qualifications: Associate degree in public or business administration, accounting, or any discipline related to the work assigned. One year of experience in administrative, business management or technical support work including collecting and interpreting statistical, financial, program, or administrative data; or interpreting laws, rules, regulations, and processes. Experience may substitute for education on a year-for-year basis.



Knowledge, skills, and abilities




Knowledge of: administration and management principles and practices; business operations including payroll, purchasing, and inventory; research and administrative survey techniques; the principles and practices of budgeting, accounting, and fiscal control; personnel management practices; business computer and communication systems; departmental software programs/systems; technical processes and procedures; supervisory practices and techniques; work planning and organizing; federal and State laws and regulations that govern the work assigned.



Skill in: operation and maintenance of computer equipment and other office machines; using a variety of advisory and statistical data such as technical operating manuals, policies, procedures, financial and budgetary reports; prioritizing/organizing work; data analysis and problem-solving.



Ability to: communicate in person, and by telephone, computer, email, and correspondence to exchange information and ideas and to promote agency needs, plans, and objectives; interpret policies, regulations, and other guidelines; interact with managers/employees of the employing agency, other governmental and organization representatives, and the public, to gain their cooperation and establish work relationships; conduct research activities and summarize technical data and conclusions into reports; study problem areas, analyze relevant data, and formulate alternative courses of action; interpret and apply directives and instructions pertinent to assigned work; apply management practices, theories, techniques, and methodologies; learn the goals, policies, and operations of the employing agency related to assigned work; prepare various budget/financial/administrative reports using computer software applications.






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



Equal Opportunity Statement



The State of Nebraska values our teammates as well as a supportive environment that strives to promote diversity, inclusion, and belonging. We recruit, hire, train, and promote in all job classifications and at all levels without regard to race, color, religion, sex. age, national origin, disability, marital status or genetics.



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