Office Specialist - Investigations Team

United States·Lincolnmid

Administration & Office SupportOffice Specialist

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Quick Summary

Key Responsibilities

https://link.nebraska.gov/ Benefits We offer a comprehensive package of pay, benefits, paid time off,

Requirements Summary

Minimum Qualifications: Coursework/training in administrative

Technical Tools

Administration & Office SupportOffice Specialist

Health & Human Services - Agency 25

Lincoln, NE

$17.642

JR2026-00030455 Office Specialist - Investigations Team (Open)

The State of Nebraska's Department of Health and Human Services, Division of Public Health is looking for an Office Specialist in the Investigations department.

The Office Specialist serves as the primary administrative and communications support for the Investigations Department. This role is responsible for managing incoming phone calls and emails via the department’s main line and shared mailbox. The Office Specialist processes incoming complaints through the case database and ensures investigative reports are properly formatted, uploaded, and distributed to board members and licensing staff.

What We Offer:
• State-matched retirement contribution of 156%!
• 13 paid holidays
• Generous leave accruals that begin immediately
• 79% employer-paid health insurance plans
• Dental and vision insurance plans
• Employer-paid $20,000 life insurance policy
• Training and development based on your career goals
• Employee Assistance Program
• Tuition reimbursement program

Communication Management
- Answer incoming phone calls to the department's main line.
- Monitor and respond to emails from the shared Investigations mailbox.
Complaint Processing
- Process and enter incoming complaints into the department’s case database.
- Maintain accurate and timely records of all complaint activity.
Board Report Preparation
- Upload investigative reports to board members and licensing staff.
- Prepare case summaries and related documentation for review during board meetings.
Post-Board Meeting Actions
- Send finalized cases and board recommendations to the Attorney General’s Office and/or Legal Department as appropriate.
Board Responsibility
- Manage administrative duties for 14 of the 28 professional licensing boards supported by the department.
Mail Distribution
- Collect, scan, and upload incoming mail to investigators’ electronic files.
- Distribute physical and electronic mail as needed.
Referral Processing
- Prepare and send case referrals upon request from the Program Manager.
Survey Distribution
- Distribute respondent surveys in compliance with state statute requirements.
Notary Duties
- Act as a Public Notary for the department.
- Sign subpoenas daily to support investigative records collection.
Database Maintenance
- Assist with continuous updates and maintenance of the department’s case tracking database.
Support Coverage
- Provide coverage for critical administrative duties to prevent workload overflow onto the Administrative Technician, who has a full schedule.

Requirements

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At least one year of administrative or office support experience that includes customer service, answering a main phone line, or managing a shared inbox.
Experience using Microsoft Outlook, Word, and Excel to manage correspondence, format documents, and track information.
Experience entering and maintaining records in a database or case management system, including checking records for accuracy and completeness.
Experience handling confidential or sensitive records and following established procedures for storing and sharing them.
Experience preparing case summaries, reports, or meeting materials for review by boards, committees, or leadership.
Administrative support experience in investigations, professional licensing, legal services, regulatory compliance, or a related setting.
Current Notary Public commission or willingness to obtain one within 60 days of hire.

One year experience in an office, administrative and customer service role.
Notary Public commission (or willingness to obtain within 60 days of hire).
Experience with Microsoft Office Suite (Outlook, Word, Excel)
Basic understanding of legal or investigative process is a plus
Basic knowledge of office administration and document handling.
Familiarity with databases and case management systems (or willingness to learn).
Understanding of confidentiality requirements when handling sensitive information.
General awareness of legal or investigative terminology is helpful.

Strong written and verbal communication skills.
Proficient in Microsoft Office (Word, Excel, Outlook).
Accurate data entry and document formatting skills.
Strong organizational and time management skills.
Ability to prepare clear, professional summaries and reports.
Eligible or willing to become a Notary Public.

Ability to manage multiple tasks and meet deadlines with minimal supervision.
Ability to maintain confidentiality and use good judgment.
Ability to follow detailed procedures and instructions.
Ability to work collaboratively with team members, board staff, and external agencies.
Ability to adapt to changes in systems, procedures, or responsibilities.

What We Offer

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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.