Senior Administrative Specialist

To apply for this position, please visit www.jobs.ks.gov and reference Job ID #212464 or click Apply Now on this posting!

Position Summary:

This Senior Administrative Specialist position is located in Topeka, at the Eisenhower State Office Building, and is within the Division of Administration. This position is the receptionist for KDOT’s Bureau of Human Resources (BHR) and provides general administrative support and clerical support for the Bureau, including mail distribution, answering incoming calls, payroll, fiscal, and special project support and coordination.

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

• Serves as the Bureau of Human Resources’ first point of contact and receptionist. Duties include answering, screening, and transferring phone calls for the Bureau’s main line, greeting visiting customers and referring them to the appropriate KDOT employee or office, handling routine public inquiries and providing information, and performing general clerical duties.
• Coordinates the Service Award program for the Agency, including sending award letter notifications each quarter and tracking, gathering, and preparing order forms and tracking reports. This position also prepares orders and coordinates pickup and distribution to the Districts and Bureaus.
• Manages the shared meetings rooms for the Eisenhower State Office Building (ESOB) and the Bureau of Human Resources, including managing reservations, providing appropriate instructions to tenants reserving the meeting rooms, providing the appropriate forms and information to interview candidates for interviews held in the BHR conference rooms, and ensuring that the front desk and conference rooms are clean and ready for the next meeting.
• Prepares, processes, audits and coordinates purchase requests, purchase authorities, purchase orders, payment vouchers, and travel vouchers for the Bureau of Human Resources in compliance with State Contracts, regulations, procedures, and policies, and within the Bureau budget. The Senior Administrative Specialist is also responsible for the maintaining and processing of payables and receivables and making travel accommodations for staff as necessary.
• Serves as the personnel and payroll clerk for the Bureau of Human Resources, maintaining confidentiality in all personnel related activities. This position is also responsible for auditing and maintaining payroll records, serves as the office contact and expert for related issues, and attends and provides training related to new procedures implemented.
• Completes the second phase of the verification of scanned documents for employee official personnel and medical files, requiring the position’s full attention between the months of September and mid-January.
• Reviews and audits Position Descriptions and manages a tracking spreadsheet to keep count of what BHR has received.
• Assists the Division of Administration, Bureau of Human Resources, Bureau of Support Services, and Bureau of ADA/EEO/Employee Relations with other administrative, clerical, and support duties as assigned. This position also provides backup support and assistance to the Division of Administration Senior Administrative Specialist.

Minimum Qualifications:

• Three years of experience in general office, clerical and administrative support work.
• Education may be substituted for experience as determined relevant by the agency. Transcripts are required for education to be considered.
• Valid Driver’s License at time of appointment.

Preferred Qualifications:

• Experience in collecting, evaluating, studying, or reporting on statistical, economic, fiscal/budget, legislative, or administrative data.
• Dependable, self-starter who requires minimal supervision.
• Excellent communication skills and attention to detail.

Post-Offer/Pre-employment Requirements:

• Kansas Tax Clearance Certificate required in accordance with Executive Order 2004-03. Each applicant (even non-residents) who is selected for a State of Kansas job vacancy must apply for a Tax Clearance Certificate within 10 days from the date of the offer letter by accessing the Kansas Department of Revenue's (KDOR) website at www.kdor.ks.gov/apps/taxclearance/Default.aspx .

If you need assistance with the tax clearance, please contact KDOR at (785) 296-3199 or by email at kdor_specialprojects@ks.gov

Recruiter Contact Information:

• Name: Tulsa Wade
• Email: KDOT.HQ.JobApps@ks.gov
• Phone: (785) 296-7242

Equal Employment Opportunity

The State of Kansas is an Equal Opportunity Employer. We value diversity, equity, and inclusion as essential elements that create and foster a welcoming workplace. All qualified persons will be considered for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, political affiliation, disability, or any other factor unrelated to the essential functions of the job.

If you wish to identify yourself as a qualified person with a disability under the Americans with Disabilities Act and would like to request an accommodation, please address the request to the agency recruiter.

Job Type: Full-time

Pay: $16.56 - $19.65 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Professional development assistance
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

People with a criminal record are encouraged to apply

Work Location: In person