Permanent Part Time Office Specialist
Salary: $14.90 Hourly
Location: North Platte, NE
Job Type: PERM PART TIME
Department: Department of Transportation
Job Number: 02702431
Being a Nebraska Department of Transportation (NDOT) Staff Assistant is all about making sure that day-to-day office tasks run smoothly. It's about working together as part of a team, keeping things in order, and undertaking clerical and secretarial duties. We are seeking an energetic and flexible individual to provide efficient and professional administrative support to other team members.
The selected candidate will work 32 hours per week, and normal working hours will be 10:00 a.m. to 5:00 p.m. with the occasional 8 hour day when needed. At the Nebraska Department of Transportation, we reward our employees' hard work with a friendly and supportive work environment that encourages creativity and innovation. We provide training and career development, advancement opportunities, ample paid time off, work-life balance, and a comprehensive benefits package that includes a matching retirement contribution of 156%.
Examples of Work
-Serve as receptionist, waiting on walk-in and phone customers.
-Answer multi-line telephone, screen and qualify caller's request, direct call to appropriate personnel or take detailed message.
-Make travel arrangements.
-Prepare and proofread correspondence. -Audit and enter purchase order invoices into Mainframe Roads Payment System, NIS/E1 and OnBase for payment.
-Audit and enter reconciliations for Procurement Cards for mechanic and/or district personnel into Procurement Card System.
-Audit and prepare purchase orders and expense reimbursements for the district personnel, enter for payment in Roads Payment System.
-Assist customers with automated truck and building move permit system and issue permits as requested including processing customers credit card payment via the Elavon system.
-Prepare and process Press Releases.
-Generate short form bid proposal documents.
-Process new hire paperwork and enters service requests for new hires.
-Assist with winter operations communications in the District Operations Center, subject to after work hours, weekends and/or holidays for emergency events.
-Order office supplies, maintain inventory.
-File office, construction, maintenance and ROW documents.
-Prepare outgoing mail daily.
-Scan/copy various interoffice documents received from district employees, forward to appropriate recipients, then maintain files.
-Perform data entry into various NDOT computer systems.
-Create and/or update Microsoft spreadsheets, Word documents, and Outlook calendars.
-Assist in set-up and clean-up of meetings and receptions held in the headquarter conference room.
-Attend training classes as needed.
Qualifications / Requirements
REQUIREMENTS: 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: Experience and/or education at skilled level using Microsoft Word,Excel and Outlook. Ability to create and maintain data and correspondence on Excel spreadsheets and Word tables/documents. Experience reading maps and knowledge of highway locations in Nebraska. Experience in working with the public, both by phone, e-mail and face to face interaction. Experience in records management, both paper and electronic. General accounting knowledge, with the ability to apply the principles and practices of accounting, including accounts payable and bookkeeping. Experience in communicating with vendors to resolve billing issues and/or verify charges. Proofreading skills and experience in document auditing.
OTHER: Must have a valid driver's license or the ability to provide authorized independent transportation to do occasional overnight travel and periodically work outside the normal working hours.
Knowledge, Skills and Abilities
Ability to work with personnel information while maintaining confidentiality. Ability to gather pertinent information to answer inquiries. Effective communication skills are required to perform the essential functions of the job. Must project a professional presence, be able to work under pressure, have good interpersonal skills, and be able to deal professionally with the public. Ability to prioritize requests, manage time well and multi-task. Good organizational skills and attention to detail. Must maintain regular and reliable attendance. Must be able to work until 5:00 pm Monday-Friday.
NDOT encourages applicants of all ages and experience