Administrative Specialist - Purchasing - Central Office ID-10428
Job Description:
The Nebraska Department of Correctional Services’ (NDCS) procurement division is seeking a teammate to join it’s highly motivated, detail-orientated, efficiency-driven mission. Our team provides customer support to NDCS facilities by using the State of Nebraska’s Payroll and Financial Center (PFC) to enter, track and receive purchase orders, and interacts with internal and external customers to ensure a seamless timely service and payment experience. Maintaining maintenance, acquisition, and usage files, both hard copy and electronic, assisting with compliance and transparency protocols, reporting, and system research for problem resolution are vital elements for this position.
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Work schedule: M-F, 8:00-4:30. Flexible schedule may be available after 6-month probationary period.
Benefits include:
- 13 paid holidays
- Vacation and sick leave (24 days your first year, accruing immediately)
- Military leave
- 156% state-matched retirement
- Tuition reimbursement
- Employee assistance program
- 79% employer paid health insurance plans
- Dental and vision insurance plans
- Employer-paid $20,000 life insurance policy
- Public Service Loan Forgiveness (PSLF) eligible through the Federal government
- Wide variety and availability of career advancement
- Meaningful public service – service with a purpose!
Information about the Department can be found at: www.corrections.nebraska.gov. For more information call 402-471-2654. For Americans with Disabilities Act (ADA) accommodations, please contact Megan Jones at megan.jones@nebraska.gov.
DUTIES
Working as part of a team structure providing technical support for the NDCS Materiel Division. Specific responsibilities and duties include, but are not limited to:
- Using the State of Nebraska's Payroll and Financial Center (PFC) to enter stock purchase orders,
staff clothing issue orders for payment process and accuracy against contract usage, track open
orders, update fixed asset status, update insurance coverage information.
- Maintaining vehicle maintenance files, including collecting quotes, reviewing facility gathered
quotes and providing approval or denial, coordinate vehicle exchanges and turn ins, working with
outside vendors on invoicing and repair issues, fuel card activation and deactivations, upkeep of
the vehicle tracking program.
- Reviewing area policies and recommend changes to maintain compliance with state policy and
statutes, manage additions and deletions and provide background information so suggestions
can be reviewed and approved, work with responsible areas to evaluate processes, and identify
concerns to improve agency efficiencies.
- Providing backup continuous inventory support for the Staff Clothing Issue operation in the
absence of assigned staff to ensure proper order pulling, filling, and shipping of items, monitors
inmate staffing in the area to ensure rules and processes are followed, provide input in inmate
staffing time and review process.
- Following up with facility vehicle coordinators on status of open vehicle maintenance orders and
requests.
- Providing training to facility coordinators on proper procedures and processes involving fixed
asset tracking, vehicle maintenance tracking, usage log preparation, fuel card usage, fixed asset
master forms.
- Acting as Central Office location vehicle fleet and fixed asset coordinator to ensure proper
utilization, maintenance, status upkeep, and reporting.
- Representing the NDCS Materiel Division and manager during non-supervised facility site audits
for compliance in maintaining processes and procedures relating with state statutes and all
Department of Administrative Services (DAS) policies.
- Covering activities and responsibilities in the absence of the Materiel Control Manager, fields
requests, questions, and handles situations that arise, corresponds with other administrative
management if an emergency should arise.
Requirements / Qualifications
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: Associate degree in a business-related area. Working knowledge of PFC Procurement Module. Experience with a vehicle maintenance scheduling and tracking program. Experience using and formatting Microsoft Office products, including Word, Excel, and Outlook.
Other: Must have a valid driver's license. Applicants accepting a job offer must pass the following pre-employment exams in this order: medical exam, and at a randomly announced time, pass a drug test. Once at the Staff Training Academy, must successfully complete the fully paid Nebraska Department of Correctional Services Training Program.
Knowledge, Skills, and Abilities
Must be able to use an integrated financial and payment system with an emphasis on receiving, entering data and compliance. Knowledge in public procurement processes, policies, and procedures. Knowledge of automobile terminology and mechanical operation. 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; business computer and communication systems. Excellent time management, judgment, exceptional organizational skills, and the ability to interpret policies, procedures, and State Statutes.
Ability to work in a fast-paced team environment; detail oriented; manage multiple projects and provide excellent customer service; skill in using Microsoft applications; ability to research issues effectively and process a significant number of documents within established time frames with minimal errors; strong written and oral communications skills; strong math and problem-solving skills, minimal supervision. Ability to handle multiple projects simultaneously to meet goals and deadlines.
