Administrative Specialist

Administrative Specialist

Job Opening ID #: 220837            Location: Topeka / Shawnee Co.

Job Posting Closes: Open Until Filled

Kansas Highway Patrol                www.KHPJobs.org

About the Position:

• Who can apply: Anyone (External)
• Classified/Unclassified Service: Unclassified
• Full/Part-time: Full-Time
• Work Schedule: 8:00a – 5:00p
• Eligible to Receive Benefits: Yes
• Veteran’s Preference Eligible: Yes

Compensation:

• Hourly Pay Range: $ 17.79 – $ 18.68

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
• Kansas Highway Patrol has both KPERS and KP&F eligible positions. If you have retired, you will have a waiting period before you can go back to work for a KPERS/ KP&F employer. 

Visit the Employee Benefits page for more information…

Position Summary & Responsibilities:

Position Summary: 

Kansas Open Records Act (KORA) Requests: Responds to KORA requests in a timely manner as set forth in the most current KORA Laws and guidelines. Consults with Records Manager and legal staff, as necessary, regarding laws, regulations and policies concerning disclosure of records.  Processes KORA requests by generating and responding to requests no later than the end of the third business day following the date request was received. Thoroughly reviews requests to determine which records are requested.   Searches Records Department files, coordinates with staff in other sections of the Records Department, other agency departments, Troop Field Offices and Investigating/Assisting Officers to determine the availability of records.  Compiles a list of records that are subject to disclosure under KORA along with the reproduction cost and applicable staff fees.   Generates a cost letter with the information and forward to requester.  Upon receipt of their advance payment, compiles the records, generates a final letter, prepares a payment receipt and forwards to requester,  If the request is denied, prepares a written letter citing the specific provision of law under which access is denied.  Prepares a packet of all documents of response, correspondence, notes etc. to be filed. Scans all documents required to fulfil the request into that RMS for that specific case file.
General Records Requests: Thoroughly reviews requests to determine which records are being requested.  Works closely with the program consultant and the Records Manager to determine the disclosure of records per department / agency policy and guidelines, rules of discovery and according to KORA regulations.  Prepares and forwards a cost letter to requester, when applicable.  Upon receipt of the applicable advance payment, compiles records, generates a receipt for payment, prepares final letter and forwards to requester. If advance payment is not applicable, compiles records, prepares final letter and mail to requester.  Prepares a packet of all correspondence, notes, etc.  Scans all documents required to fulfil the request into the RMS for that specific case file.
Subpoena / Court Order: Thoroughly reviews Subpoena or Order to determine which records are requested. Searches Records files, coordinates with Troop Field Offices, investigating/assisting officers and other agency departments to obtain copies of the records. Works closely with Records Manager and legal staff as necessary.   Generates a letter providing an itemized list of available records along with the advance reproduction and applicable staff time reproduction cost and forward to requester.  Upon receipt of advance payment, compiles the records, prepares a final letter, generates a receipt for payment and forwards to requester.  This must be done in a timely manner in order to comply with the court ordered 14 calendar day deadline.  Prepares a packet of all documents of response, correspondence, notes etc etc for the Legal File.  Scans all documents required to filful the request into the RMS for that specific case file.

For a full position description email request to KHP.Career@KS.GOV , please include the Job ID #.

Qualifications:

Education: High School Diploma or GED equivalent.

Licensing & Certification: Valid Driver’s License. 

Minimum Requirements: Two years of experience in general office, clerical and administrative support work.

Preferred Qualifications: Knowledgeable of the Kansas Open Records Act (KORA) laws and confidentiality laws and policies applicable to agency records.  Knowledge of KBI reporting requirements and processing KIBRS arrest/offense reports.
Proficiency with windows based software, particularly Excel and Microsoft word.

Post-Offer, Pre-employment Requirements: Must submit to and pass a thorough background check including fingerprints. Ability to lift 40 lbs to lift and move lightweight office materials and other objects, bend, stoop, and sit for long periods of time.

Persons applying for positions with KHP will be subject to background investigation, fingerprints, and/or drug screening.

Recruiter Contact Information:

• Name: Rod Strole
• Email: Rod.Strole@KS.GOV
• Phone Number: 785-296-5950

Job Application Process

First Sign in or register as a New User.

Complete or update your contact information on the Careers> My Contact Information page. *This information is included on all your job applications.

Upload required documents listed below for the Careers> My Job Applications page. *This information is included on all your job applications.

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"

Required Documents for this Application to be Complete

Upload these on the Careers - My Job Applications page

• Transcripts
• DD214 (if you are claiming Veteran’s Preference)

Upload these on the Attachments step in your Job Application

•  Resume
• Cover Letter (Optional)

Helpful Resources at jobs.ks.gov: “How, What, & Where do I Upload Documents” 

Kansas Tax Clearance Certificate: A valid Kansas Tax Clearance Certificate is a condition of employment for all employees of the State of Kansas.  Applicants (including non-residents) who receive a formal job offer for a State job, are required to obtain a valid Tax Clearance within ten (10) days of the job offer.  A Tax Clearance can be obtained through the Kansas Department of Revenue who reviews individual accounts for compliance with Kansas Tax Law.   

If you have a missing tax return(s) or you owe taxes to the State of Kansas, please know that the Kansas Department of Revenue will work with you.  The Kansas Department of Revenue can set you up on a payment plan to receive a Tax Clearance so you can get a job working for the State of Kansas.  The Kansas Department of Revenue can be contacted at 785-296-3199. Kansas Department of Revenue - Tax Clearance Frequently Asked Questions

How to Claim Veterans Preference

Veterans’ Preference Eligible (VPE): Former military personnel or their spouse that have been verified as a "veteran"; under K.S.A. 73-201 will receive an interview if they meet the minimum competency factors of the position. The veterans' preference laws do not guarantee the veteran a job. Positions are filled with the best qualified candidate as determined by the hiring manager. 

Learn more about claiming Veteran’s Preference

How to Claim Disability Hiring Preference

Applicants that have physical, cognitive and/or mental disabilities may claim an employment preference when applying for positions. If they are qualified to meet the performance standards of the position, with or without reasonable accommodation, they will receive an interview for the position. The preference does not guarantee an applicant the job, as positions are filled with the best qualified candidate as determined by the hiring manager.

Learn more about claiming Disability Hiring Preference

PLEASE NOTE: The documentation verifying a person's eligibility for use of this preference should not be sent along with other application materials to the hiring agency but should be sent directly to OPS. These documents should be scanned and emailed to Gustavo.Victoriano@ks.gov , or can be mailed/delivered in person to: 

ATTN: Disability Hiring Preference Coordinator
Office of Personnel Services
Docking State Office Building
915 SW Harrison Ave, Suite 260
Topeka, KS 66612

Equal Employment Opportunity

The State of Kansas is an Equal Opportunity Employer.  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.

Salary : $37,003 - $38,854