Administrative Specialist
State of Nebraska

Description
Positions in the Office/Administrative Support series are composed of clerical/secretarial, technical, and administrative support levels, where assigned work is in support of an agency's office procedures/processes and/or specialized department functions. Work assignments for positions in this series range from basic clerical and secretarial support activities to the professional management of program-administrative support operations. Positions in this series typically are assigned a set of diverse administrative and technical functions. The diversity of assignments across positions in this series does not support classification to a class specialized in a particular operational function (such as accounting, personnel, materials management, public or customer relations), nor to a class requiring an understanding of a specific technical or program specific subject matter area.

Specific tasks and assignments of positions in this series are frequently unique from each other. The combination of actual duties assigned and job factors including the scope and impact of work, decisions/issues/problems handled, size/diversity of the employing agency, role in providing technical program information, the nature of work related contacts, responsibility for applying, interpreting and developing office policies or work procedures, and the nature of supervisory controls and work directives received determine the classification level of these positions.

Location: 301 Centennial Mall South, 1st Floor, Lincoln, NE 68509

Schedule: Monday - Friday 8:00 am to 5:00 pm
Examples of Work
Under limited supervision, positions at this level have independent responsibility to manage the day to day operations of an agency program-administrative or technical function. Work products or services provided affects the design of unit or agency operations, systems, programs, or services provided. Positions are responsible to direct technical and/or administrative processes through planning including establishing administrative procedures for assigned area, determining work processes and potential staffing needs/assignments, and monitoring quality of work. Typical positions under this capacity may serve as an office manager for a small agency with a singular mission or a district/regional office; lead or supervise a unit of at least three technical/administrative support FTE on a regular and recurring basis; or provide specialized program assistance through statistical research and analysis or management analysis to assist a program manager or administrator with program planning and evaluation.

Incumbents in this class are expected to utilize knowledge of an extensive body of complex and diverse rules/regulations, procedures, guidelines and sources to perform work and resolve issues. They use judgment and discretion in interpreting and adapting regulations and guidelines to specific cases and to determine the appropriate course of action. They may function as a technical expert to resolve issues where there is a conflict in guidelines or an unprecedented issue not covered by guidelines. Positions have the authority to determine the appropriate course of action and resolve issues.

Interpersonal contacts include the support staff, professional and managerial positions internal and external to the agency, the public, community partners, agency stakeholders inside and outside of state government, and/or representatives of public officials to interpret and explain program/administrative policies, processes, and guidelines; resolve conflicts, negotiate, or to plan and manage assigned operations. Positions may be an individual contributor, work leader, or have administrative supervisory responsibility. The preponderance of work time for any Administrative Specialist position would not reflect conventional clerical/processing duties.

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 senior administrators and managers and other employing agency employees and external persons 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.

Designs work procedures and operations to be used by program-administrative staff to ensure the proper use of staffing, equipment, information, and material resources. Coordinates workflow and schedules office operations/support staff activities to facilitate the management of assigned program technical operation.

Determines applicability of and explains policies, procedures, and processes pertinent to program and/or administrative functions to agency employees, state and local officials and employees, and the public to answer their inquiries and to facilitate proper application of these directives and processes; evaluates policies, procedures, and processes and applies them to situations to make determinations.

Conducts surveys and literature searches and examines existing files/records to gather data for analysis; consolidates and evaluates data, summarizes results, and prepares non-standard written reports that include findings, conclusions, and recommendations.

Investigates operational problems and recommends corrective actions such as policy, process, or procedural changes, forms revision, shifts in work distribution, and changes in organizational structure to increase the efficiency and effectiveness of work activities.

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.

Develops and implements monitoring/evaluation procedures to oversee the effectiveness of the program-administrative processes and to identify any associated problems.

Represents the immediate supervisor at task force, management team, inter-agency, commission, council, and board meetings to relay the supervisor's position on given issues.

This position will be reviewing liquor applications, special designated license applications and miscellaneous duties as assigned.
Qualifications / Requirements
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.
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.