Administrative Assistant (206919)

Job Description:

The Kansas Department of Health and Environment has an Administrative Assistant opening. This position will provide administrative support to the Remedial Section in the Bureau of Environmental Remediation in Topeka, KS.  The work includes performing physical and electronic filing, scanning, customer service, clerical support, using a multi-line phone system, performing word processing, preparing spreadsheets, using the bureau database, operating a variety of office equipment including copy machines, printers, scanners, fax machines and binding machines, process incoming and outgoing mail and all other general clerical functions of an office environment.

Job Responsibilities may include but are not limited to the following:

Filing, Create Site Files, and Create Reports: File documents after scanned in chronological order by project code and file category in correct site files according to bureau procedures. Responsible for routine file maintenance. Prepare new site file folders by retrieving the information from an ISL Project Code Request email. Prepare accordion files, folder labels, and color-bands according to established bureau guidelines. Make new file folders for new incoming reports as they are finalized, scanned, linked, and added to the site file. Prepare additional accordion files and folders as needed. Create reports by compiling data provided by project manager saved on Q drive using advanced report building skills which include cover pages, index pages, headers/footers, page numbers, and attachments all using appropriate style options to build report templates and to compile reports using word, excel, and adobe pdf documents and images. Print, bind, and link the finalized report into the ImageNow system.

QA/QC & Scanning: QA/QC performed daily on all documents after they are scanned and linked into the ImageNow system. Supervisor will assign whole or partial sites to be scanned and linked into the ImageNow system as needed by Section Chief and project managers. Review scanned documents to ensure the documents are readable, rotated correctly, in color when needed, sized as small as possible and still maintain good resolution, and link the documents to the correct ISL database within the constraints of the Standard Descriptions workbook

Minimum Qualifications:

• Six months of experience in general office, clerical or administrative support work. Education may be substituted for experience as determined relevant by the agency.

Education:

The minimum level of education and experience required to perform the job.

• High School, GED

Licensing & Certification: 

• Valid Driver’s License – Incumbent is required to have and maintain a valid driver’s license when operating a state vehicle, a private vehicle, or a rental vehicle for the benefit of the State.

Preferred Qualifications: 

Any additional skills, experiences, or qualifications that would be beneficial, but aren’t strictly necessary.

• Word, Excel, PowerPoint, Access
• Proofreading, editing, attention to detail
• Paper & Electronic Filing
• Electronic ImageNow Document Management System
• Image Scanning
• Multi-Line Phone – Receptionist
• Positive interpersonal skills
• Ability to communicate & coordinate with others
• Quality control
• Two years of experience in office procedures, functions, and clerical support type work.

About the Position: 

• Who can apply: Anyone (External)
• Classified/Unclassified Service: Unclassified
• Full-Time/Part-Time: Full-Time
• Regular/Temporary: Regular
• Work Schedule: Monday-Friday, 8am-5pm (Flexible schedules available)
• Eligible to Receive Benefits: Yes
• Veterans’ Preference Eligible: Yes

Employment Benefits:

• Comprehensive medical, mental, dental, vision, and additional coverage
• Sick & Vacation leave
• Work-Life Balance programs: parental leave, military leave, jury leave, funeral leave
• Paid State Holidays (designated by the Governor annually)
• Fitness Centers in select locations
• Employee discounts with the STAR Program
• Retirement and deferred compensation programs

How to Apply:

Specific instructions for applying, which might include submitting a resume, cover letter, list of references, or completing an online application.

• Please include the Job ID number (206919) when emailing.

Job Application Process:  Only applications submitted within our State of Kansas Careers Portal will be considered.

• First Sign in or register as a New User at https://admin.ks.gov/offices/personnel-services/jobs
• Complete or update your contact information on the State of Kansas Careers Portal > My Contact Information page. *This information is included on all your job applications.
• Upload required documents listed for each specific job posting.
• Start your draft job application, upload other required documents, and Submit when it is complete.
  • Manage your draft and submitted applications on the Careers> My Job Applications page.
• Check your email and My Job Notifications for written communications from the Recruiter.
  • Email – sent to the Preferred email on the My Contact Information page
  • Notifications – view the Careers> My Job Notifications page

Contact Information:

[email protected]

Salary Range

$ $12.97 to $14.29