Senior Administrative Assistant (211176)

Job Description:

The position (K0062889)

The Kansas Department of Health and Environment has a Senior Administration Assistant opening in Topeka. This position will process walk-in requests submitted through the kiosks verifying information submitted and eligibility to receive certificate.  Use judgment, knowledge, and appropriate authority to approve or deny requests; If needed, advise the requestor on how to proceed, per the Customer Service Procedural Manual.   When necessary, explain difficult situations to customers and/or request assistance from supervisor, or assistant supervisor.  Refer specific issues to the correct staff (e.g., adoption issues referred to Amendments & Corrections staff). Match copies of records or corresponding response sheets with the correct application and receipt.  Review the printed certificate to ensure the issuable record is the appropriate, legal record and can legally be issued to the requestor.  Trim certificates as needed according to guidelines so only the issuable portion of the record is released. Review requests for fraudulent information or any indication of identity theft. Review documents for legitimacy and derogatory remarks, following official processes for statutory issuance.  Collect appropriate fees from walk-in customers, giving correct change if needed, and informing customers of feedback from system on credit/debit cards (e.g., card denied).  Provide quality customer service to both internal and external entities.  Demonstrate knowledge of the Uniform Vital Statistics Act, office policies/unit procedural manual, and state statutes to fulfill duties.

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

Key regular mail into the Point of Sale (POS) system while working the front counter and while working at a back station.  Keys requests requiring specific coding and processing into the POS system, which are handled separately from walk-in and regular mail requests.  These include Amendments and Corrections requests being brought to the customer service area.  Key funeral home requests daily.  Key courier requests immediately upon receipt.

Validates payments entered for all requests, including system-generated checks for credit/debit card payment for the daily report.  If an error arises, inform supervisor or person in charge of the error, and follow proper procedures to find and correct the error before close of business.

Minimum Qualifications

• One year of experience in general office, clerical and administrative support work.

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.

• 1 year of experience in office support/clerical work.
• 1 years of experience in customer service.
• 6 months experience handling confidential information.
• 6 months of experience as a cashier or bookkeeper.
• Accounting experience.
• Ability to type 40 – 50 words per minute.
• Strong interpersonal skills.
• Strong communication skills.
• Ability to use a 10-key adding machine.
• Data entry skills.
• Proofreading, editing, attention to detail.
• Word, Excel, Access.

Post-Offer, Pre-employment Requirements:

• In accordance with K.S.A. 65-2402(b), any person offered a position of employment in the Office of Vital Statistics will be required to be fingerprinted and to submit to a state and national criminal history record check for the purpose of identification verification and the determination of the applicant’s eligibility to perform tasks within the Office of Vital Statistics.

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 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

$ $14.30 to $15.75