Office Specialist

• State-matched retirement contribution of 156%!
• 13 paid holidays
• Generous leave accruals that begin immediately
• A culture that embraces work-life balance
• 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

• Answering incoming phone calls in a polite and professional manner, and accurately taking messages.
• Welcoming visitors and identifying the purpose of their visit before directing them to the appropriate person.
• Ability to act as a gatekeeper and escalate relevant information, as needed; answer basic questions.
• Administrative duties, such as filing, typing, copying, binding, scanning, etc.
• Maintain front desk procedures, including contact information, directions, and frequently requested company information.
• Ability to communicate with all teammates, vendors, clients, guests, stakeholders, and/or the public.
• Managing the Superintendent’s and/or Supervisors’ daily calendar, including scheduling appointments and prioritizing the most sensitive matters; coordinating office procedures.
• Organizing office and assisting staff in ways that optimize procedures.
• Processing invoices, expenses, reports, and timesheets; maintaining up-to-date employee records.
• Good computer skills, including basic troubleshooting skills and familiarity with word processing software for creating and contributing to spreadsheets, sharing documents, and creating information or comments to other departmental employees.
• Professional writing capabilities, including emails, memos, letters, and other related reports, documents, and correspondence.
• Assisting/coaching NDOT teammates with data entry.
• Replying to email, radio calls, and communicating via radio to NDOT staff or Nebraska State Patrol (NSP).
• Treating confidential information with appropriate discretion.
• Working effectively with minimal supervision and the ability to prioritize new tasks as they come in.
• Providing information to internal colleagues and answer external inquiries.
• Taking notes and accurate minutes of meetings.
• Developing and updating administrative methods to improve efficiency.
• Resolving administrative challenges; requesting assistance on processes if needed.
• Receiving, sorting, and distributing deliveries or postage.
• Photocopying and printing documents on behalf of teammates.
• Being the first point of contact for the public, responsibility for creating a good first impression and ensuring the public and/or partnering agencies are welcome; overseeing that the reception area is clean, safe, and that it runs smoothly.
• Maintaining office operations by receiving and distributing information and communication by computer, phone, and radio systems; answering, screening, and forwarding calls; taking messages, complaints, and queries; calling vendors or partners to follow-up on appointments and deliveries.
• Sending and mailing correspondence or information; distributing mail; compiling, maintaining, and updating departmental records.
• Maintaining supplies, checking inventory to determine supply levels, anticipating needs, and requesting purchase of office supplies, including placing orders, verifying receipts, and stocking items received.
• Responsibility for managing staff calendars, scheduling appointments, confirming meetings, and coordinating travel.
• Performing clerical tasks, such as scanning, filing, sending, and maintaining records; monitoring security and communication systems.
• Assisting in coordinating internal and external events and managing the availability of meeting rooms, training, and/or onboarding new staff.
• Providing administrative support to all teammates when directed, collaborating with the Administrative Technician for personnel management and payments/invoicing on a regular basis.
• Processing invoices and pay outstanding bills for company accounts; compiling and maintaining records of office business transactions; possessing the organizational skills to file and retrieve records with accuracy.
• Ensuring compliance with internal accounting procedures; deadline-driven with excellent time management ability.
• Resolving billing problems by identifying the problem, explaining procedures, and forwarding required information for adjustment.
• Monitoring entries onto the publicly used databases (e.g., 511, etc.).
• Aiding in training of new employees by checking accuracy and timeliness of information provided by/for teammates.
• Under the direction of the Hwy Maintenance Superintendent, communicating with BTSD, OCIO on technical deficiencies or system malfunctions and/or service requests.
• Performing other duties as assigned.

Instructions for Applying