Senior Administrative Assistant (207987)

Job Description:

The Kansas Department of Health and Environment, Bureau of Environmental Remediation (BER), is seeking a Senior Administrative Assistant (K0236182) for the Assessment & Restoration Section in Topeka, KS. Key duties include managing phones, processing mail, scanning documents into the electronic filing system, researching Kansas Open Records Act requests, compiling, and reporting daily staff attendance and assignments. Proof, edit, format, and print correspondence. Prepare outgoing mail and make copies for distribution. Responsible for scanning documents into the BER electronic document file system. Perform QA/QC daily on all documents for maximum accuracy after they are scanned and linked into the electronic document system. Review scanned documents to ensure the document quality and documents are linked to the correct project.

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

• Monitor and track all assignments to ensure appropriate deadlines are met.
• Provide administrative support for review of calendars and coordinating meeting rooms for the Section Chief.
• Prepare visual presentations, researching information to be used in reports, creating, or designing documents using advanced software using charts, graphics, and tables and develop or manage a project or program that has a major impact on functions within the organization and requires extensive research and development.
• Track and keep records of all out-of-state travel for section employees on a spreadsheet.
• Responsible for coordinating, overseeing, and delegating to section administrative assistant(s) functions to maintain the file room according to Bureau file guidelines and coordinating file reviews with the public.
• Reviews all processing of purchase orders, requisitions, invoices, and vouchers for the section prior to submit to Administration. Responsible for coordination with Bureau administration in maintaining office supplies and ordering supplies through state contractors as needed for the section.

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:

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

• High School Diploma or GED
• Associate degree in business/ clerical/ administrative support/ office management or document management.

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.

• Experience in newsletter and document creation using software such as Microsoft Publisher or similar.
• Word, Excel, PowerPoint, Access
• Proofreading, editing, attention to detail
• Time management
• Five years in office management, customer service/document scanning/office support type work.
• Experience providing training to new employees.
• Document scanning and complex filing.

About the Position: 

• Who can apply: External (Open to Anyone)
• 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 (207987) 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

$ 14.30