Administrative Specialist

Agency Information:

The Office of the Long-Term Care Ombudsman’s mission is to enhance the quality of life and quality of services in Kansas adult care homes through advocacy, education, and empowerment.

Ombudsmen promote person-directed living which respects individual values and preserves individual rights and preferences.

About the Position

• Who can apply: Anyone
• Classified/Unclassified Service: Unclassified
• Full-Time/Part-Time: Full-Time
• Work Schedule: Monday through Friday, 8AM – 5PM
• Work Location: On-site, Topeka, KS
• Eligible to Receive Benefits: Yes
• Veterans' Preference Eligible: Yes
• Application Deadline: Open Until Filled

Compensation:

• Hourly Pay Range: $18.00 - $20.00
• Note: Salary can vary depending upon education, experience, or qualifications.

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

Visit the Employee Benefits page for more information

Position Summary & Responsibilities:

Administrative Specialist & Volunteer Coordinator

Be part of a team who empowers people living in long-term care settings, aiding them in their right to have positive choice and control over their own lives.

The Long-Term Care Ombudsman Office has responsibility to provide Ombudsman services as required by statute as well as the Older American’s Act. The Administrative Specialist provides a high level of administrative support to the State Long-Term Care Ombudsman and Regional Long-Term Care Ombudsman staff and volunteers who advocate for residents’ rights and serve to protect the quality of life and quality of care for Kansans who live in long-term care settings.

Job Responsibilities:

Administrative Specialist

• Provides high level administrative support composing and preparing office correspondence, reports, and other publications, proofs and edits. Requires use of advanced software features including integration of spreadsheets, macros, queries, charts, graphics, tables and multiple databases.
• Coordinates meetings with staff, program representatives, multiple agencies, or individuals. Makes travel and lodging arrangements. Completes meeting agenda, minutes, handouts as needed and maintains records of such.
• Assists with preparation of newsletters, publications, testimony, and reports for distribution to public officials, staff and/or general public. Conducts research of relevant policy, regulation, and legislation.
• Create presentations; prepare and publish documents for web sites and assist in maintaining existing web site pages.
• Participates in support and program orientation of employees. Prepares personnel transactions and maintains records of personnel actions.
• Prepares/Reviews purchases, orders, vouchers, bills and forms to have approved for reimbursements or to make payment for goods and services. Perform basic bookkeeping duties as preparing billings and vouchers, classifying and recording transactions, identifying and resolving discrepancies, reconciling numbers and preparing transaction reports.
• Coordinates maintenance of vehicle fleet and other office equipment; remote offices and state office.
• Oversee the stock of office supplies, equipment, and forms. Orders and purchases, supplies and equipment. Maintains inventory of office supplies and equipment.
• Establishes and maintains filing or listing system for internal records.

Volunteer Coordinator

• Assist with Recruitment of Volunteer Ombudsmen including mandatory screening.
• Secure Background Information; applications and other required documentation.
• Assist with annual recognition for each volunteer.
• Attend staff in-service training as requested.
• Maintain a current and accurate Volunteer Ombudsman roster and volunteer files.
• Organizes, coordinates and leads instructional training and services of the Volunteer Ombudsman program

Minimum Qualifications

• One year of experience in Microsoft office and Zoom. Additional experience with Teams, Webex, and Canva preferred.
• One year of experience in general office, clerical and administrative support work. Education may be substituted for experience as determined relevant by the agency.
• Experience leading & directing team members or volunteer coordination.
• Comparable experience may be substituted at the discretion of the SLTCO.
• Have a working knowledge of computer and cell phone operations including applications Microsoft Office and web database.
• Read and interpret laws and regulations pertaining to nursing facilities and long-term care issues.
• Exhibit good oral and written communications skills to legibly and accurately complete forms and maintain records.
• Exercise independent judgment and time management skills.
• Maintain confidentiality and perform job without conflict of interest.
• Must have and maintain a valid driver’s license to drive a state fleet vehicle when necessary

Post Offer Requirement:

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 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

Recruiter Contact Information:

Name: Sarah Aasen

Email: Sarah.Aasen@ks.gov

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.
• 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"

Upload these on the Careers - My Job Applications page

• DD 214 (if you are claiming Veteran’s Preference)

Upload these on the Attachments step in your Job Application

• Resume
• Letter of Interest / Cover Letter

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 determine 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 a 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 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 Street, 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.