Administrative Support Unit Chief (212684)

Job Description:

The Kansas Department of Health and Environment has an Administrative Support Unit Chief opening in Topeka. The Bureau of Waste Management is seeking a team player with strong administrative and interpersonal skills for this supervisory position. The Unit Chief oversees routine, daily office administrative activities for the Bureau and performs a variety of support functions that require an understanding of policies, planning, and coordination. The successful candidate will possess strong organizational skills, have excellent attention to detail, and be able to communicate effectively with bureau staff. If you possess these skills, we encourage you to apply today!

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

Make work assignments and direct the daily flow of routine administrative support functions such as mail service; phone coverage; document management; maintaining office supplies; scheduling equipment maintenance and repairs; maintaining equipment inventories; maintaining staff directories; monitoring the bureau’s web email; and other routine support functions. Ensure Unit staff are offered adequate training and resources to perform their duties effectively and efficiently. Complete the Performance Management Process for Unit staff including performance feedback sessions, annual evaluations, planning discussions, and disciplinary actions. Identify, plan and implement Quality Improvement projects to enhance Unit operations. May supervise additional temporary staff as needed.

Serve as the Bureau’s records officer and oversee the electronic document system. Plan and direct the scanning and filing of documents to the electronic filing system. Develop and maintain instructions for bureau staff to ensure a consistent system for naming and filing documents according to document type and facility to facilitate document recovery. Perform Quality Assurance reviews of documents submitted to be filed and work with program staff to correct errors. As the bureau’s Records Officer, maintain and periodically review records retention schedules; coordinate with programs to arrange to dispose or archive files that have exceeded retention schedules periodically reviewing the retention period and disposition schedules with each of the bureau’s sections and making the recommended changes to the schedules. Serve as the main bureau contact with the agency’s record storage contractor.

Minimum Qualifications

• One year of experience in providing direction necessary to implement the objectives of an agency, program, or organizational unit. Education may be substituted for experience.

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.

• Word, Excel, PowerPoint, Access.
• Proofreading, editing, attention to detail.
• Two years of experience as an office/administrative support manager.
• Supervisory experience.
• Fiscal experience such as financial recordkeeping, accounting, and accounts payable/receivable.
• Experience managing large, electronic document filing systems.
• KORA experience.
• Experience with SMART, Sharps, Perceptive Content or similar software used by state agencies.
• Two years of experience working for a state agency.

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
• Retirement and deferred compensation programs

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

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.”

Contact Information:

[email protected]

Salary Range

$ $23.27 to $23.87