Administrative Specialist

Administrative Specialist

Department: Nebraska Department of Health and Human Services

Location: Lincoln, NE

Hiring Rate: $19.940

Employment Type: Full-time

Seniority Level: Entry level

The Administrative Specialist for the Office of Procurement and Grants at the Department of Health and Human Services (DHHS) provides advanced technical and administrative support to mid-level and senior management. This role is focused on the efficient processing, coordinating, tracking, and monitoring of program and administrative functions related to procurement and grants. The Administrative Specialist ensures that payments are processed in compliance with state statutes and policies, assists staff with resolving payment errors, and offers excellent customer service to internal and external stakeholders.

This position plays a crucial role in supporting the smooth operation of the DHHS Office of Procurement and Grants unit, impacting the overall accuracy and efficiency of the agency’s administrative functions.

• Plan, organize and implement work assignments with the contracts team to meet goals and objectives of DHHS Office of Procurement and Grants.
• Review, process, and approve payment requests submitted in state accounting systems using State statutes, policies, and standard operating procedures.
• Assist DHHS staff in researching, understanding, and resolving payment processing errors timely. Route and receive documents for electronic signature by delegated State staff and third parties.
• Provide customer service via phone, teleconference, and email to DHHS stakeholders.
• Provide advice, training and support to staff within their assigned division on payment requests submitted in state accounting systems using State statutes, policies, and standard operating procedures.

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: Experience in reviewing sub-award/contract invoices and supporting documentation. Experience in accounting, procurement, and/or payment processing. Experience using OnBase, Contract Management Systems, and/or JD Edwards Enterprise One.

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: Methods of filing, record keeping, and correspondence in physical or electronic formats.

Ability to: organize personal work assignments, code/sort and index material, file and retrieve records/documents in accordance with an established system; identify similarities and differences between two or more sets of data; write legibly; communicate with agency staff and the public in person, via teleconference and via telephone; understand and carry out instructions; interact with co‑workers, government officials, and the public, compute and tally figures involving the use of addition, subtraction, multiplication, division, percentiles and fractions;

operate office equipment.

Human Relation

Skills:

Ability to establish and maintain effective, professional working relationships with all team members, employees, customers, and suppliers.

Computer

Skills:

Knowledge of computer systems, including, but not limited to, time and leave entry, information systems, financial and purchasing systems, and policies and regulations. Ability to use the following programs:
Microsoft Office Suite programs, Cisco Webex, and other purchasing specific software programs.

• 13 paid holidays
• Generous leave accruals that begin immediately
• Military leave
• 156% match on retirement contributions
• Health, dental, vision, and life insurance options
• Public Service Loan Forgiveness Program (PSLF) through the…