What are the responsibilities and job description for the Administrative Specialist position at The State of Kansas?
Important Recruitment Information for this vacancy
Job Posting closes: Open Until Filled; Screening begins immediately and continues until filled
Full-Time/Part-Time: Full-Time
FLSA: Nonexempt
Locations: Topeka, Kansas (Shawnee County)
Eligible to Receive Benefits: Yes
Veterans' Preference Eligible: Yes
Work Schedule: Monday-Friday; 8:00 AM - 5:00 PM
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…
The Office of the Kansas Attorney General (OAG) is accepting applications to fill an Administrative Specialist (Secretary III) position in our Public Protection Division. This position works in a team environment to appropriately handle numerous telephones, mail, email, and in-person contacts with the public daily. The individual selected to fill this position will support our mission to investigate scams, mediate and prosecute violations of consumer protection acts and provide helpful information to consumers on a variety of topics. This is a high-volume, customer service focused environment. You would be required to become familiar with the OAG office structure, policies and procedures as well as other state, federal and local agencies and private entities that may be able to provide assistance to our constituents.
PRIMARY DUTIES
- Answer multi-line telephones promptly and courteously.
- Assess information needs of callers/visitors and direct them to appropriate resources internal to or external of the OAG.
- Take accurate messages and relay information to the appropriate OAG staff member, division, or external entity. Extremely high-volume phone contact is inherent in the performance of the work.
- Assist in receiving and sorting incoming postal, express and building mail delivery to the agency.
- Process daily incoming and outgoing correspondence for the division through mail, email and fax. Open and scan incoming consumer complaint file correspondence in the manner outlined by division procedures.
- Input data to open, close or update a consumer complaint case file in the electronic document management system.
- Route consumer complaint file correspondence to the appropriate staff using the electronic document management system.
- Assist with various administration functions including accurate data entry, mass mailings, filing, proofreading, office supply maintenance, publication requests or other administrative assignments as needed.
- Assist assistant attorneys general in providing accurate information to requestors as directed under the Kansas Open Records Act by photocopying or printing material(s) from the electronic document management system and mailing requested material(s) to the requesting party.
ADDITIONAL DUTIES
Additional duties and responsibilities may be added to the position description at any time. The position description does not state or imply that these are the only activities to be performed by the employee(s) holding this position. Employees are required to follow any other job-related instructions and to perform any other job-related responsibilities as requested by their supervisor.
TRAVEL
The primary work location for this position is at 120 SW 10th Street, Topeka, Kansas. Occasional in-state travel may be required. A valid driver’s license is required when operating a state vehicle, a private vehicle, or a rental vehicle for the benefit of the State
QUALIFICATIONS
- Graduate from a high school accredited by the Kansas State Board of Education or the appropriate accrediting agency of another state jurisdiction or have obtained the equivalent of a high school education.
- Formal education in office technology, office administration, or related field(s) may be substituted for work experience, as deemed by the Attorney General to be sufficient qualification to perform the assigned work.
- A minimum of three (3) years of work experience in a general office, clerical, or administrative role.
- Reception experience to include operation of multiple-line telephone system(s).
- Experience working in a customer service-oriented environment.
- Strong proficiency in MS Office (Word, Excel, Outlook) and Adobe Acrobat.
- Familiarity with an electronic case management system.
PREFERRED REQUIREMENTS
- Bilingual skills (especially Spanish-speaking) are highly desired.
TRAVEL:
You may need to travel to locations to competently and diligently discharge the assigned duties. Limited in-state travel may be required. A valid driver's license is required when operating a state vehicle, a private vehicle, or a rental vehicle for the benefit of the State.
Post-Offer, Pre-employment Requirements
- As a condition of employment, candidate(s) are subject to a pre-employment screening process to include a fingerprint and name-based criminal history records check and reference/background check of past and present employers. The pre-employment screening process will be waived for current OAG personnel who have previously completed the screening requirements.
- In this position, you would be authorized access to private information to the extent necessary to perform the assigned duties. Employees of the OAG are required to protect against unauthorized access to such information, ensure the security and privacy of such information, and disclose any anticipated threats or hazards to such information. Employees must be cautious not to release this information to the public or other individuals, including but not limited to OAG employees who have not been authorized or who do not have a legitimate organizational, departmental, or business need to know. Any questions regarding releasing such information to another person should be directed to the employee’s supervisor.
Recruiter Contact Information
- Name: Leslie Gish
- Email: careers@ag.ks.gov
- Phone: (785) 296-3616
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
How to Claim Veterans 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 sent either by fax to (785)296-7712, 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
Landon State Office Building
900 SW Jackson, Rm 401
Topeka, KS 66612
Equal Employment Opportunity
The Office of the Kansas Attorney General is an equal opportunity employer. We recognize and value the uniqueness of each individual person. We believe the best workplaces bring together employees with diverse skill sets, backgrounds, experiences, and viewpoints to achieve common goals. We see this as the best way to realize our Office’s mission. We work to ensure all employees are treated fairly and have equal opportunity. We prohibit and strongly condemn discrimination on any basis protected by law. We strive to create and to cultivate a workplace environment where every employee is treated with dignity and respect as a valued member of our team.
Salary : $19
