Office Specialist at State of Nebraska in Lincoln, Nebraska

Job Description:

The work we do matters!




Hiring Agency:

Transportation - Agency 27



Location:

Lincoln, NE



Hiring Rate:

$16.277



Job Posting:

JR2024-00011592 Office Specialist (Open)



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



Job Description:

At the Nebraska Department of Transportation (NDOT), we reward our employees' hard work with a positive and supportive work culture that encourages forward-thinking. We provide training/career development, advancement opportunities, ample paid time off, work-life balance, and exciting and challenging work opportunities.


As an Office Specialist in our Operations Division, you will be an important part of the process of working with a team to develop safe highway systems for the state of Nebraska.


We reward our employee's hard work with a friendly and supportive work environment and a comprehensive benefits package that includes:


• State-matched retirement contribution of 156%
• 13 paid holidays
• Generous leave accruals that begin immediately
• Military leave
• Tuition reimbursement program
• Dependent tuition reimbursement program with partnering Nebraska community colleges
• 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
• Wide variety and availability of career advancement as the largest and most diverse employer in the State
• Opportunity to be part of meaningful work and make a difference through public service
• Training and Development based on your career aspirations
• Job security and stability, even during times of economic hardship
• Employee Assistance Program
• Fun, inviting teammates



JOB DUTIES:

• For items on a state contract, whether ordering for replenishment of stock supply or for direct delivery to a district, you will generate purchase orders for these requests from the contract in the EnterpriseOne System and place orders to contractors.


• Receive, upload, and store the Requesting Order Form, Purchase Order, Delivery Ticket/Packing Slip/Bill of Lading, and invoices electronically. You will reach out to vendors or divisions/districts if missing any of these items in order to conduct the three-way match and proceed with payment to a vendor.


• Compute amounts on vendor invoices and make accurate extensions on the order forms and billing documents. Review and verify/confirm delivery ticket/packing slip/bill of ladings received from Warehouse personnel, districts/divisions, and ensure they do not conflict and match the invoice and purchase order, i.e. the quantity ordered vs. delivered, pricing, unit of measure, as well as confirming arrival and departure times on the load/delivery tickets in order to assess whether a late delivery charge will apply.


• Calculate late delivery fees and/or Pay Factors for products determined to be outside of specification requirements from testing conducted by the NDOT Materials and Research Lab and revise the PO in E1 for these charges. May also revise the PO to match an invoice due to overages/underages as the quantity ordered on a Purchase Order may not exactly match what was delivered.


• Receipt purchases in E1, for purchases, in which this position did not generate the Purchase Order, due to ensuring a separation of duties.Before receipting in E1, confirm 3-way match documents, PO, packing slip/receipt/load slips, and invoices to ensure accurate and complete documentation.


• Enter payments into the Roads Payment System (RPS) for Purchase Orders and invoices.Scan and upload all invoices, with corresponding Purchase Orders and delivery tickets/packing slips into the OnBase System. Electronically approves invoices in OnBase system.Files and retains all originals for at least 3 months, ensuring that the payment has been made.


• Completes Requisition Order Request for re-orders of stock supply when items(s) hit the minimum levels to be stocked.


• Perform other duties as assigned.

Requirements/ Qualifications




Minimum Qualifications:



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 OR 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.



Preferred Qualifications:

• Some warehouse and/or procurement/purchasing experience.


• Experience/working knowledge of PFC (E1) Procurement Module.


• Experience in providing excellent customer service.


• Microsoft applications experience, including Word and Excel.


• Experience researching issues effectively and processing a significant number of documents within established time frames.

Other:

• This position may be required to safely move, drag, lift up to 50 lbs, and unload various materials and supplies with or without assistance.


• Must have a valid driver's license or ability to provide independent authorized transportation.

KNOWLEDGE / SKILLS / ABILITIES:




Knowledge of
:

• Be highly organized, and able to perform repetitive work in a high-volume, fast-paced work environment.


• Basic knowledge of Microsoft products.


• PFC/E1

Skills in
:

• Accurate keyboarding and proofreading skills.


• Effective communication; English grammar and usage.


• Strong written and oral communication skills.


• Strong math and problem-solving skills.


• Sharp attention to detail.

Ability to
:

• Listen and retain information and/or instructions received to perform assigned tasks.


• Ability to accommodate new methods.


• Predictable and reliable attendance.


• Maintain records and files; scanning, multi-function copy machines, telephones, and other office equipment.


• Perform repetitive tasks in a fast-paced environment.

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.



Current employees of the State of Nebraska should NOT apply on this external career. Instead go to Workday and access the Jobs Hub - Internal Apply app from your home landing page. Apply Now