Staff Assistant I

~ The Nebraska Department of Environmental Quality was created pursuant to passage of the Nebraska Environmental Protection Act in 1971. ~

Although the Department has grown and been given additional responsibilities over the years, its ongoing mission has remained the same - the protection of Nebraska’s air, land and water resources. Presently, the Agency is authorized a staffing level of 217 full-time employees.

Position Overview

Under general supervision, assists in managing agency records by processing incoming information; sorts, classifies, scans and codes material for integration into electronic tracking systems or storage areas. Retrieves/references information for users. Maintains logs and indexes to provide status of information and accurate retrieval. Provides customer service to the public and agency staff.

Responsibilities

• Reviews and analyzes forms, documents and information created and received by agency staff and enter descriptive and other metadata into information systems.
• Pre-processes documents for imaging; operate imaging equipment to create quality-level document images.
• Performs file room maintenance: files, pulls files, shelves files, and prepares files for transfer to Record Storage.
• Implements quality control procedures to ensure integrity of files, documents, electronic images and/or records metadata.
• Processes incoming mail: opens envelope, stamps document with received date, affixes barcode, and scans document into the Enterprise Content Management System.
• Responds to public information requests in writing:  accesses, compiles, gathers and issues requested records and information.  Prepares invoice for costs associated with public records requests. Provides oversight and assistance for public records reviews with requestors. Explains file review policies and procedures. Tracks requests utilizing Excel spreadsheet.
• Explains policies, criteria, procedures, and processes pertinent to the program-administrative functions to agency employees, state and local officials, and the public to answer their inquiries and to facilitate proper application of these directives and processes.
• Retrieves images and/or files for staff and public use.
• Processes and receives records transferred to and from the State Records Center in accordance with established procedures. Maintains accurate tracking system of transfers.
• Provides relief for the agency’s primary receptionist. Answers and directs incoming phone calls on agency’s primary phone lines. Provides information and communicates messages.
• Reviews work activity data and examine results to recommend policy and/or procedure changes to improve operational effectiveness; proposes answers to questions or modifications to operational policies to facilitate responses/turnaround times.

Qualifications

• Coursework/training in administrative/office support functions, procedures, and methods, including the operation of personal computers and office equipment; research; or areas related to the programs and functions of the employing agency.

OR

• Experience in performing administrative/office/secretarial support work including use of personal computers and office equipment.

Prefer:

• Post high school coursework and/or experience in records management, business, library science or related field.

Other:  

• Valid driver’s license or the ability to provide independent transportation.
• Able to lift 40 pounds, Able to maintain regular and reliable attendance.
• Regular and reliable attendance.
• Ability to maintain files, including to interpret and apply records policy and filing techniques in a variety of situations. 
• Firm grasp of numerical, alphabetical and chronological sequencing. 
• Ability to learn the organizational structure, mission, and activities of the agency.
• Learn agency policies and procedures pertinent to the work assigned.
• Communicate effectively with coworkers and the public in person and in writing.
• Provide quality customer service to the public and agency staff in a fast-paced, team-centered atmosphere.
• Handle multiple tasks simultaneously and work with limited supervision.
• Lift 40 pounds -– work independently with limited supervision.

Knowledge of: 

• Filing procedures and techniques, alpha/numeric filing conventions, mail or distribution centers, databases, word processing software and spreadsheets and Record center operations.
• Strong reasoning, analytical, communication and organizational skills.
• Strong computer skills including working knowledge of desktop office software.

Compensation: $14.68 - Hourly