Administrative Specialist - Records Management at State of Nebraska in Lincoln, Nebraska

Job Description:

The work we do matters!




Hiring Agency:

Environment and Energy - Agency 84



Location:

Lincoln Job Posting



Hiring Rate:

$18.442



Classification Salary Range:

$18.44 - $27.19



Job Posting:

JR2024-00006246 Administrative Specialist - Records Management (Open)



Applications No Longer Accepted On (If no date is displayed, job is posted as open until closed):
05-21-2024



Job Description:

Job Duties:
•Reviews and analyzes forms, documents and information created and received by agency staff and enters descriptive and other metadata into information systems.
•Preprocesses documents for imaging; operate imaging equipment to create quality-level document images.
•Performs file room maintenance files, pulls files, shelves files, and prepares files for transfer to Record Storage.
•Implements quality control procedures to ensure integrity of files, documents, electronic images and/or records metadata.
•Processes incoming mail: opens envelope, stamps document with received date, affixes barcode, and scans document into the Enterprise Content Management System.
•Responds to public information requests in writing: accesses, compiles, gathers and issues requested records and information. Prepares invoice for costs associated with public records requests. Provides oversight and assistance for public records reviews with requestors. Explains file review policies and procedures. Tracks requests utilizing Excel spreadsheet.
•Explains policies, criteria, procedures, and processes pertinent to the program-administrative functions to agency employees, state and local officials, and the public to answer their inquiries and to facilitate proper application of these directives and processes.
•Retrieves images and/or files for staff and public use.
•Processes and receives records transferred to and from the State Records Center in accordance with established procedures. Maintains accurate tracking system of transfers.
•Provides relief for the agency's primary receptionist. Answers and directs incoming phone calls on agency's primary phone lines. Provides information and communicates messages.
•Reviews work activity data and examine results to recommend policy and/or procedure changes to improve operational effectiveness; proposes answers to questions or modifications to operational policies to facilitate responses/turnaround times.


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Are you passionate about preserving, enhancing, and protecting Nebraska's environment and energy resources? If so, please consider a career with the State of Nebraska at the Department of Environment and Energy (NDEE). At NDEE, employees can work with a dynamic and supportive team of mission-focused individuals tasked with maintaining, restoring, and enhancing the quality of Nebraska's air, land, water, and efficient and renewable energy use.


The Nebraska Department of Environment and Energy has a full-time opportunity available for an Administrative Technician position in the Records Management Section located in Lincoln, Nebraska.


It is a very exciting time at our agency, some of the things you can look forward to at the Nebraska Department of Environment and Energy as an employee are:
•A new office building in Fallbrook with free parking.
•Flexible work schedules
•You will be doing work knowing you are making a difference for current and future generations.


What will you do!
Collects, compiles, and/or extracts information and/or data from computers, databases, statistical, accounting, administrative, and/or other records and documents; compiles records and creates reports, charts and/or graphs through word processing, spreadsheet, or database software to display information in a readable format and to provide the immediate supervisor and management officials with information for making decisions. Installs, maintains, and/or modifies manual and computerized tracking/monitoring or evaluation processes or files for assigned programs or functions; monitors status of projects and/or costs/expenditures relating to these programs/functions; takes action to facilitate attainment of goals and deadlines. Provides advice and consultation with lower-level clerical and technical support positions where decisions require the application of program knowledge to assist with processing activities; provides detailed responses to questions on program services, application procedures, or processing steps.


What's in it for you!
The opportunity to work in a productive and creative environment where no two days are ever the same! We offer a competitive benefits package.
12 days of vacation during first year of service (accruals increase with years of service), 12 days of sick leave during first year of service (accruals increase with years of service), and 13 paid holidays per year. Permanent Teammate Benefits: • Health Insurance • Dental Insurance • Vision Insurance • WellNebraska Health Plan • Direct Primary Care (DPC) • Mail order Rx (3 month supply) and Specialty Pharmacy program • Virtual Visits and FREE Nurse line 24 hours a day 7 days a week • Employee Assistance Program • Retirement/Investment Plan • Early Retirement Insurance Program (55 and older) • Short-Term and Long-Term Disability • Health Savings Account • Flexible Spending Accounts • Life and AD&D Insurance • Tuition Assistance* • LinkedIn Learning Access to 16,000+ On-Demand Courses • Direct Deposit of Payroll • Nebraska State Employees Credit Union • Deferred Compensation Plan • Paid Holidays • Vacation, Sick, Civil, and Injury Leave • Military Training or Emergency Duty Leave • Teammate Discount Program • Charitable Giving through Payroll Deduction *Coverage is effective the first of the month following 30 days of employment.
For a complete listing of job duties, requirements and to apply go to statejobs.nebraska.gov


For a complete listing of job duties, requirements and to apply go to statejobs.nebraska.gov


"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."


Dress Code: Business Casual


Location and address of position: 245 Fallbrook Blvd - Suite 100 - Lincoln, NE


Work schedule: Monday - Friday - 8:00 a.m. - 5:00 p.m. - Flexible Schedules



Qualifications / Requirements:



Coursework/training or experience related to research, presentation, or publication in an area related to the programs or functions of the employing agency; business administration; accounting; customer service; and/ or technical support work, including use of computer software such as word processing, spreadsheets, and database management.



Other: Relevant job experience listed in detail on application. Valid driver's license or the ability to provide independent transportation; ability to lift 40 pounds; ability to climb, bend and stoop; ability to sit at a computer for long periods of time; ability to work with limited supervision; ability to maintain regular and reliable attendance.



Knowledge of: filing procedures and techniques, alpha/numeric filing conventions, mail or distribution centers, databases, word processing software and spreadsheets and Record center operations; Strong reasoning, analytical, communication and organizational skills; strong computer skills including working knowledge of desktop office software. Firm grasp of numerical, alphabetical and chronological sequencing.



Skills in: Knowledge of filing procedures and techniques, alpha/numeric filing conventions, mail or distribution centers, databases, word processing software and spreadsheets and Record center operations; Strong reasoning, analytical, communication and organizational skills; strong computer skills including working knowledge of desktop office software.



Ability to: maintain files, including to interpret and apply records policy and filing techniques in a variety of situations; learn the organizational structure, mission, and activities of the agency; learn agency policies and procedures pertinent to the work assigned; communicating effectively with coworkers and the public in person and in writing; provide quality customer service to the public and agency staff in a fast-paced, team-centered atmosphere; handle multiple tasks simultaneously.






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! For more information on benefits currently offered to permanent teammates, 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.