Administrative Technician

Administrative Technician (Open)

At the Nebraska Department of Transportation (NDOT), we reward our employees' hard work with a positive and supportive work culture that encourages forward-thinking. We provide training/career development, advancement opportunities, ample paid time off, work-life balance, and exciting and challenging work opportunities.

As an Administrative Technician in our Operations Division, Procurement Section, you will be an important part of the process of working with a team to develop safe highway systems for the State of Nebraska. We reward our employees' hard work with a friendly and supportive work environment and a comprehensive benefits package that includes:

• State-matched retirement contribution of 156%
• 13 paid holidays
• Generous leave accruals that begin immediately
• Military leave
• Tuition reimbursement program
• Dependent tuition reimbursement program with partnering Nebraska community colleges
• Public Service Loan Forgiveness Program (PSLF) through the Federal government
• 79% employer-paid health insurance plans
• Dental and vision insurance plans
• Employer-paid $20,000 life insurance policy
• Wide variety and availability of career advancement
• Opportunity to be part of meaningful work and make a difference through public service
• Training and Development based on your career aspirations
• Job security and stability, even during times of economic hardship
• Employee Assistance Program
• Fun, inviting teammates
• Free parking

Job Duties:

• From electronic purchase requests received in OnBase, generate purchase orders from contracts in the EnterpriseOne System and place orders with contractors, whether for replenishment of Warehouse stock supply or for items that require direct delivery to a district.
• Receive, upload, and store the Requesting Order Form, Purchase Order (PO), Delivery Ticket/Packing Slip/Bill of Lading, and invoices electronically in OnBase. Reach out to vendors or divisions/districts in the event of missing items in order to conduct the three-way match and proceed with payment to the vendor.
• Compute amounts on vendor invoices and make accurate extensions on the order forms and billing documents. Review and verify/confirm delivery ticket/packing slip/bill of ladings received from Warehouse personnel, districts, and divisions to ensure they do not conflict and match the invoice and purchase order, i.e., the quantity ordered vs. delivered, pricing, unit of measure, as well as confirming arrival and departure times on the load/delivery tickets in order to assess whether a late delivery charge will apply.
• Calculate late delivery fees and/or Pay Factors for products determined to be outside of specification requirements from testing conducted by the NDOT Materials and Research Lab, and revise the PO in E1 for these charges. May also revise the PO to match an invoice due to overages/underages, as the quantity ordered on a Purchase Order may not exactly match what was delivered.
• Receipt purchases in E1, for purchases in which this position did not generate the Purchase Order, to ensure a separation of duties. Before receipting in E1, confirm 3-way match documents, PO, packing slip/receipUload slips, and invoices to ensure accurate and complete documentation.
• Enter payments into the Roads Payment System (RPS) for Purchase Orders and invoices. Scans and uploads all invoices, with corresponding Purchase Order and delivery tickets/packing slips into the OnBase System. Electronically approve the invoice in OnBase system. File and retain all originals for at least 3 months, ensuring that the payment has been made.
• Complete Requisition Order Request for re-orders of stock supply when items hit the minimum levels to be stocked.
• May be required to assist with minor Warehouse delivery responsibilities, such as answering the door for and receiving small packages when Warehouse personnel are out.
• Perform other duties as assigned.

Requirements/Qualifications:

Minimum Qualifications: Coursework/training or experience related to research, presentation, or publication in an area related to the programs or functions of the employing agency; business administration; accounting; customer service; and/or technical support work, including use of computer software such as word processing, spreadsheets, and database management.

Preferred Qualifications:

• Procurement/purchasing and/or warehouse experience.
• Experience with the EnterpriseOne Procurement Module or other similar procurement ordering system.

Other:

• Ability to lift up to 50 pounds.
• Ability to walk up and down stairs and work in various environments such as hot, cold, and other inclement weather.
• Willing to become certified as a forklift operator.

Knowledge / Skills / Abilities:

• A successful candidate would have knowledge and skills in Microsoft products (Word and Excel), EnterpriseOne, and/or other procurement-related ordering systems.
• Highly organized, detail-oriented, able to do repetitive tasks, and enjoy a high-volume, fast-paced team environment.
• Sharp attention to detail.
• Strong math and problem-solving skills.
• Provide excellent customer service.
• Accurate keyboarding and proofreading skills.
• Strong written/oral communication skills and English grammar/usage.
• Listening to and retaining information and/or instructions received to perform assigned tasks.
• Maintain records/files, scanning, multi-function copy machines, telephones, and other office equipment.
• Ability to research issues effectively and process a significant number of documents within established time frames with minimal errors.
• Ability to accommodate new methods.
• Predictable and reliable attendance.

Benefits:

We offer a comprehensive package of pay, benefits, paid time off, retirement and professional development opportunities to help you get the most out of your career and life. Your paycheck is just part of your total compensation.

Equal Opportunity Statement:

The State of Nebraska values our teammates as well as a supportive environment that strives to promote diversity, inclusion, and belonging. We recruit, hire, train, and promote in all job classifications and at all levels without regard to race, color, religion, sex. age, national origin, disability, marital status or genetics.