Administrative Specialist (212018)

Job Description:

The Kansas Department of Health and Environment has an Administrative Specialist opening in Topeka. This position will assist the Chief of Registration with special projects related to vital records.  Prints unofficial copies of death records for other agencies in KDHE when requests are received in the office. Test and trouble shoot upgrades or fixes to the electronic registration system and report any issues into a specialized program and track that issue to completion.  Add and/or update the Procedure Manual with any processes that have changed or is missing.

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

Aid the Amendment Unit by opening daily mail and distributing the mail to the appropriate unit. Read correspondence and examines court orders to file supplemental birth certificate on children born in Kansas who have been adopted.  Reviews and establishes that the court orders provided are genuine and have not been altered for fraudulent purposes.  Reads, interprets, and makes decisions if legal documents provided meet state statute and regulation requirements to file supplemental birth certificate.  Establishes new legal birth certificates if documents provided meet state statute and regulation requirements.  Advise attorney if additional court action is needed.

Place new users onto the VRVWeb electronic registration System. Provide technical support to vital record partners (Department of Children Family Services, funeral homes, hospital clerks, court officials, attorneys, etc.) regarding resetting their user profile such as passwords, emails, and security questions and image for the use and access to the web base application for filing Kansas vital events.  Assist with troubleshooting software or hardware problems and identifies complex problems. Enter issues found in the electronic registration system into a vendor-based tracking system and track the issue to ensure that the issue gets resolved.

Minimum Qualifications

• One year of experience in general office, clerical and administrative support work. Education may be substituted for experience as determined relevant by the agency.

Education:

• 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.

• Customer service, word processing, telephone, imaging software.
• Ability to read, interpret, and apply statutes and regulations.
• Ability to work independently.
• Strong verbal and written communication skills.
• Strong organizational skills.
• Proofreading, editing, attention to detail.
• Word, Excel, Access.

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 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.

Helpful Resources at jobs.ks.gov: “How to Apply for a Job – Instructions” and “How to Search for a Job – Instructions.”

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

Salary Range

$ $15.03 to $16.16