Senior Administrative Specialist (210159)

Job Description:

The Kansas Department of Health and Environment has a Senior Administrative Assistant opening in Topeka. Nutrition and WIC Services is seeking a Senior Administrative Assistant to oversee and implement all administrative aspects of the office.

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

Oversees and implements all administrative aspects of the office. Creates and prepares for distribution documents and other information as assigned. Proofreads all work for accuracy and completeness. Creates and modifies document templates for use by section staff. Creates and implements an electronic and paper filing system for the section. Oversees filing documents and letters for quick retrieval. Makes copies, assembles, and distributes materials, documents, etc. Processes documents and materials to facilitate ordering items from the state printer and other vendors. Coordinates and tracks orders and purchases for office supplies and equipment. Coordinates with other bureau staff members for purchases handled by the bureau. Creates and processes purchase orders, requisitions, invoices, payment vouchers, and other documents. Selects and includes appropriate funding codes in documents. Reviews and corrects documents to ensure accuracy. Process and reimburse SA meeting and conference expenditures. Manages the fulfillment of orders placed by Local Agencies for items produced and paid for by the section.

Maintains office inventory the section. Facilitates the resolution of problems or errors with the inventory of WIC equipment in local WIC agencies. Works with staff to resolve problems with office equipment. Responsible for processing special mailings using UPS, FedEx and US Postal Service mail. Prepares and processes mass mailings. Maintains tracking system for subscriptions. Answers section main phone line. Schedules rooms for meetings. Assists with bureau mail process. Manages the process for ordering Medical Formulas for clients. Manages vendor communications including processing vendor contracts. Conducts client satisfaction phone surveys.

Qualifications: 

• One year of experience in general office, clerical or 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, 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.

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 (210159) 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