Senior Administrativ Assistant

Senior Administrative Assistant

Job Opening ID #: 222009 Location: Topeka / Shawnee County

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: $ 16.32 – $ 17.56

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: Approves KHP electronic DUI arrest, General arrest, investigation, KDOT reports and HP166 forms by accessing and navigating through electronic records management software programs; Kansas Law Enforcement Registry (KLER), Global Justice RMS (Records Management System). These database systems are linked together and interact to form a comprehensive information management system that is specifically designed for the collection and dissemination of law enforcement data.
Receives numerous KLER wrappers from the Law Enforcement Officers (LEO) via the workflow system on a daily basis. Opens each of the wrappers and processes the various documents contained within each wrapper. Completes processing in a timely manner to comply with reporting statutes. Approves and submits the report into the RMS and permanently transfers all e-mails, notes, comments, etc. regarding a case into the notes section of the RMS.
Effectively navigate through the RMS program modules and using a variety of methods to search for information, data, and documents regarding KHP arrest, accident, and investigation reports stored within the RMS. Based on authority, approves and marks reports for online sales as necessary.
Responsible for the daily processing of Records Division mail. This will include delivery of Records Division mail to General Headquarters (GHQ) and the pickup of Records mail from GHQ. Opens and date stamps mail. Checks all monies received into the receipt system and assigns validation numbers to each check or money order. Logs miscellaneous received documents, cd's etc. into the RMS addendums to note that they have been received. Distributes all mail to the Supervisor.
Utilizes ScanSnap for scanning to convert numerous supplemental documents to electronic forms for filing into RMS. Prior to scanning, labels with the associated case number. Opens each document page, reviews for completeness, and assigns a "Type of Form," "Document Name," "Date of Form," and the corresponding "Case Number" so the system will know where to appropriately file the document within the RMS. Uploads all scanned data into the RMS. Verifies all paper copies of the supplemental documents prior to shredding.
Serves as receptionist for the Records Department by greeting the public and agency personnel at the service window. Assists walk-in customers by reviewing their requests and locating the report/documents in the RMS and print copies. Collects appropriate amount of money for report and media. Accesses the Report Receipt software & enter case specific information, requester name, type of records requested and payment information etc. into the system. Provides a receipt for their payment along with the requested records.

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

Preferred Qualifications: Knowledge of the Kansas Open Records Act (KORA) laws and confidentiality laws and policies applicable to agency records.
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: Rebecca Hulsopple
• Email: Rebecca.Hulsopple@KS.GOV
• Phone Number: 785-296-0055

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.