Administrative Assistant
State of Nebraska

Description

The State of Nebraska, Department of Health and Human Services is seeking an Administrative Specialist for the Division of Children and Family Services.

Are you a compassionate, results-driven professional with the skills necessary to provide leadership within an organization that helps children and families care for themselves resulting in healthier families and safer, more prosperous communities? If so, WE NEED YOU!

This position provides administrative support to the Deputy Director of Protection and Safety who is responsible for managing a team of 700+ teammates and handles travel, scheduling, meeting coordination, travels with or on behalf of Deputy Director to meetings/workgroups, prepare meeting notes, confidential matters, and proofs final reports before print. Position also supports other Deputy Directors within the Division as needed.

What we can offer you:
• Stable Employment Opportunity
• Career Development and Learning
• Tuition Reimbursement
• 156% match of first 4.8% contribution to Retirement Plan
• 13 Paid Holidays
• Generous Leave Accruals and Benefits
• Opportunity to be part of a caring organization
• Flexible Schedules

DHHS State of Nebraska values our employees as well as a supportive environment that strives to promote Diversity, Inclusion, and Belonging. We recruit, hire, train, and promote in all job qualifications and at all levels without regard to race, color, religion, sex, age, national origin, disability, marital status, sexual orientation, or genetics.

For more information about the Nebraska Department of Health and Human Services and the Division of Children and Family Services, please visit our website, http://dhhs.ne.gov.

Location: Lincoln - NSOB - 301 Centennial Mall South 3rd floor, Lincoln, NE 68509

Schedule: Monday - Friday; 8:00 AM - 5:00 PM
Examples of Work
The Administrative Assistant:

• Plans, organizes, and implements work assignments in various administrative service areas such as accounting, budgeting, grants, contracts, personnel, legislation, public relations, or in program operational and interagency/intergovernmental liaison areas, of the employing agency or an assigned function to meet goals and objectives.
• Advises Deputy Director and other managers on matters pertaining to substantive program-administrative functions and processes to provide interpretations of the agency's or assigned function policies and procedures and to intercept and/or mitigate adverse reactions, concerns, or pressures.
• Performs administrative support activities for the employing agency, or to support a board, commission or council, such as collecting/reviewing information and writing responses to inquiries or complaints of potentially sensitive nature; composing or tracking preparation of administrative, operational or similar reports or informational summaries concerning workload, budgeting, grants, staffing or legislative topics; arranging schedules and agendas, organizing conferences, recording minutes, and preparing a written record of proceedings for various meetings.
• Drafts policies/procedures and makes revisions if laws/regulations change; monitors the program's compliance with rules/procedures and goals/objectives established by the manager/ administrator; assumes hands-on program responsibility/accountability.
• 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 senior level management officials with information for making decisions.
• Provide coordination and program oversight to the administrative functions related to LOA's, RRR program, Title IV-E BSW/MSW program, RMTS, LexisNexis and Survey Monkey user approvals, etc.
• Handle purchasing needs for Protection and Safety team and ensure proper financial reconciliation.
• Other administrative duties as assigned by Deputy Director.
Qualifications / Requirements
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 Requirements:

At least two years 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 DHHS.

Current/previous experience providing administrative support in DHHS, Child Welfare, Human Services, or other closely related field; Lean Six Sigma (Yellow or Green belt).
Knowledge, Skills and Abilities
Knowledge of: federal and State laws and regulations governing work assigned; 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.

Ability to: interact with immediate supervisor 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 agency 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 managers and groups; learn the structure, functions, goals, and policies of the employing agency.