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: February 19, 2025
Agency Information: Kansas Department of Corrections
About the Position
Who can apply: Everyone
Classified/Unclassified Service: Classified
Full-Time/Part-Time: Full-Time
Regular/Temporary: Regular
Work Schedule: 8:00am - 5:00pm M-F
Eligible to Receive Benefits: Yes
Veterans' Preference Eligible: Yes
Search Keywords: Corrections, Parole, Criminal Justice, Social Work, NCIC, Reception, Clerical
Compensation: $18.26
- 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
Position Summary: This position coordinates and delivers the reception function for the Wichita Parole Office; provides direct administrative support to management and parole staff in the region. Position communicates with staff, offenders, offender's family, and the general public. Proivdes general reception services.
Job Responsibilities may include but are not limited to the following:
Reception/Front Desk: Oversee the reception function for the Wichita Parole Office by coordinating work of front desk office staff who receive telephone calls and office visitors; look up information in OMIS and Athena, monitor lobby activity; handle all incoming and outgoing mail; prepare offender urine samples for pick-up; and receive and distribute deliveries. Type letters, newsletters, forms, reports, lists and other materials as needed to ensure smooth operation of the reception function. Prepare certificate of IDs for maxed offenders when appropriate. Purge offender files and image the documents.
Administrative Support: Support the Regional Director, Deputy Director and Parole Supervisors by preparing or directing the preparation of correspondence, office, and cell phone lists. Do any scheduling of meetings, trips, or other matters as requested. Provide back up to other Administrative Specialists and overall administrative support to the Regional Director and Deputy Director.
NCIC New Admissions: Enter NCIC information on all new releases from Kansas facilities, parole, conditional release, post-release and compact cases. Review information submitted by Parole Officers, add required court information. Review NCIC information to determine appropriate course of action. NCIC Updates/Modifications: Update/modify NCIC information as information changes.
Treasurer duties to the Employee Use Fund for the Southern Parole Regional Wellness Committee.
Perform other duties as needed/assigned.
Qualifications
Education: High School Diploma or Equivalent
Licensing & Certification: Driver's License
Minimum Qualifications: Two years’ experience in general office, clerical or administrative support work. Education may be substituted for experience as determined relevant by the agency.
Post-Offer, Pre-employment Requirements: Must pass a Drug Screen and Background Check upon hire.
Recruiter Contact Information
Name: Ann Duffy
Email: Ann Duffy@ks.gov
Phone: (785) 250-8768
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
DD214 (if you are claiming Veteran’s Preference)
Upload these on the Attachments step in your Job Application
Cover Letter
Resume
Helpful Resources at jobs.ks.gov: “How, What, & Where do I Upload Documents”
Kansas Tax Clearance Certificate Required: Each applicant (even non-residents) applying for a State of Kansas job vacancy must obtain a valid Kansas Certificate of Tax Clearance within 10 days following the offer of employment by accessing the Kansas Department of Revenue's website. In the event that an individual who has been offered employment cannot provide proof of a tax clearance certificate, the individual will be required to enter into a payment plan with KDOR and remain current on such payment plan or make other arrangements with KDOR to achieve the tax clearance required under Executive Order 2004-03. A Tax Clearance is a comprehensive tax account review to determine and ensure that an individual's account is compliant with all primary Kansas Tax Laws. A Tax Clearance expires every 90 days. All applicants, including current state employees, are responsible for submitting a valid certificate to the hiring agency. If you need assistance with the tax clearance, please contact 785-296-3199.
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
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.
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
Salary : $18
