Administrative Specialist - PH

Job Summary

Are you ready to make a real impact on public health across Nebraska? At the Department of Health and Human Services, we’re looking for an Administrative Specialist to support the critical work of the Epidemiology Unit in our Public Health Division. If you're passionate about using your administrative and problem-solving skills to help address public health issues, we’d love for you to join our team.

By joining the Epidemiology Unit, you will play a key role in supporting the State Epidemiologist and public health initiatives that improve the health and well-being of communities across Nebraska. This role offers more than just administrative tasks—it’s an opportunity to contribute to essential public health work while growing professionally in a collaborative, mission-driven environment. Your efforts will directly support the state's fight against public health challenges, helping to ensure the success of important epidemiological programs.

What We Offer:
State-matched retirement contributions of 156%!
13 paid holidays per year to give you the work-life balance you deserve.
Generous leave accruals starting immediately, including 12 paid vacation and 12 paid sick days.
Comprehensive health insurance (79% employer-paid), dental, and vision coverage.
Tuition reimbursement and training opportunities to help you grow in your career.
Career advancement opportunities as part of Nebraska’s largest and most diverse employer.
Employee Assistance Program and more!

Job Duties:

As an Administrative Specialist in the Division of Public Health, you’ll be supporting essential surveillance programs that improve the health of Nebraska residents with a variety of tasks, including:

• Lead Meetings: Plan and lead weekly and monthly meetings in the absence of the Unit Administrator and State Epidemiologist, involving public health partners and staff.
• Manage Inquiries: Handle and respond to inquiries via phone, email, and fax related to policies, procedures, contracts, and public health matters.
• Track Staff Availability: Maintain and update the daily roster for 65 staff, tracking in-office and out-of-office availability and coordinating with Informatics Unit staff as needed.
• Support Data and Administrative Needs: Assist Epidemiology staff with administrative tasks and ensure their data needs are met.
• Invoice Management: Review and process monthly invoices from the University partners, ensuring proper approvals and accurate billing.
• Maintain Records: Keep electronic copies of lab reports and ensure they are easily accessible for future reference.
• Manage Contracts and Agreements: Use Jira to track and manage over 100 contracts and agreements, ensuring they are created, invoiced, and closed out on time.
• Support Public Health Programs: Assist with the coordination and reporting of public health initiatives and programs led by the State Epidemiologist.

Qualifications:

Minimum Qualifications: At least one year of post high school coursework or experience in: administration, office management, accounting, finance, planning, policy analysis and implementation, administrative/management analysis, operations research, program evaluation, research, or similar fields or in a field related to the programs or functions of the employing agency.

Preferred Qualifications: College degree or equivalent work experience in similar roles. Experience in Public Health or Epidemiology setting. Proficiency with Microsoft Office Suite. Experience in contract and sub award management.

Other: Some positions may require experience and/or training that is unique to the work assigned; 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: office management and record keeping methods and practices; administrative report preparation practices; research and administrative survey techniques; work planning and organizing; business computer and communication systems.

Skills: Requires experience in administrative/secretarial support; Microsoft Office, email systems, and internet searches; ability to design/maintain databases and produce reports' strong organizational and communication skills. Must be detail oriented and able to follow written procedures accurately.

Ability to: interact with office staff and senior managers, employees, and the public to gain their cooperation and to establish work relationships; formulate and recommend modifications to operational directives to attain office and division goals; apply management practices, techniques, and methodologies to assigned activities; collect, assemble, and analyze facts and draw conclusions to recommend solutions to problems; identify and interpret program-administrative requirements, policies, and regulations to provide guidance and advice; organize and present facts and opinions to office team; learn the structure, functions, goals, and policies of the office.

Job Type: Full-time

Pay: $18.81 per hour

Expected hours: 40 per week

Schedule:

• 8 hour shift

Ability to Commute:

• Lincoln, NE 68508 (Required)

Ability to Relocate:

• Lincoln, NE 68508: Relocate before starting work (Required)

Work Location: In person

Salary : $19