Senior Administrative Assistant (209977)

Job Description:

The Kansas Department of Health and Environment has a Senior Administrative Assistant opening in Topeka. This position provides direct administrative, and staff support for the Children and Families Section and other bureau staff as requested.   Edits, formats, and prepares documents, correspondence, online forms, public information items and other materials for reproduction and distribution.  Creates, organizes, and sends mass emails using GovDelivery Program.  Plans and organizes meetings and events.  Manages section data reporting and outcomes.  This could include using excel spreadsheets, database applications etc.  Participates as requested in program meetings and recording of minutes.  Reviews new or special work requests to determine most efficient method of completion.  Completes copying, filing and scanning of materials.  Plans, coordinates, advises, and assists others on work projects.  Assists section staff with travel arrangements and reimbursements.

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

Responsible for providing effective coordination of office operations in the Children and Families Section.  Manages assigned support functions by setting priorities, completing projects, and assuring deadlines are met.  Ensures smooth flow of work between support and professional program staff.  Supports establishing, implementing, and maintaining paper and/or electronic record and filing systems assuring integrity and consistency in quality for all assigned programs.    Ensures, bureau wide, staff have all equipment needed to complete their work.  Collects and distributes mail as needed and sends out program materials upon request. Initiates and implements new or modified office or work procedures; recommends change in office procedures and policies to section director.  Develops and maintains an updated desk procedures guide/manual.  Serves as security backup for Suite 220 Bureau Leadership Assistant.  Responsible for creating and maintaining, bureau wide, equipment inventory and monitoring lease expiration dates. Other Bureau wide responsibilities are assigned.

Develops and maintains databases, directories, and spreadsheets.  Acquires general understanding of Children and Families Section program data collection systems and provides feedback regarding system changes. Attends training and gains knowledge regarding report generation in the DAISEY data collection system and grant applications system KGMS.  Assists with completion of data tracking spreadsheets to document/track information regarding grantees such as contacts lists, progress reports information, data submission, training needs and/or attendance.  Runs and distributes data reports from DAISEY as requested for federal and state program reporting requirements and other data tracking needs.   Gathers data for and assists with preparation and tracking of unit and specific program budgets, grant reports, statistical and financial reports, and other special reports. Create, reviews and tracks purchase orders, vouchers, invoices, affidavits, and related forms to approve payments and/or reimbursements for goods and services.

Minimum Qualifications:

• One year of experience in general office, clerical and administrative support work. Education may be substituted 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.
• Ability to establish and maintain effective relationships.
• Ability to record and transmit information.
• Ability to plan, organize and perform variety of functions.
• Ability to understand and follow instructions.
• Ability to communicate effectively, orally and in writing.
• Work experience with a state agency and some familiarity with data entry, Microsoft 365 (Word, Excel, Outlook, Publisher, Visio etc.) and Adobe Acrobat Pro.
• Two years’ experience in senior or executive level administrative assistant work

About the Position: 

• Who can apply: Anyone (External)
• Classified/Unclassified Service: Classified
• 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 (209977) 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 to $15.75