Administrative Assistant - Kansas Commission on Veterans Affairs Office

Important Recruitment Information for this vacancy: Job Posting closes: Open Until Filled Agency Information: The Kansas Office of Veterans Services oversees two state veterans nursing homes, four state veterans cemeteries, a robust veteran services program with mobile and field offices located across Kansas. This position is located in our Central Office in Topeka, KS. More information regarding our agency is located at http://www.kovs.ks.gov About the Position: This position reports to the Deputy Director and provides administrative support for multiple programs within the agency, including the Director. Who can apply: Qualified Candidates Classified/Unclassified Service: Unclassified Full\-Time/Part\-Time: Full Time Regular/Temporary: Regular Work Schedule: M\-F / 8 AM \- 5 PM Eligible to Receive Benefits: Yes Veterans' Preference Eligible: Search Keywords: Compensation: Salary is $15\.18 \- $18\.50 per hour. A higher salary may be negotiated based upon education and applicable experience. 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: We are looking for a team player who, when caught up with their personal work load asks others how they can assist. We are an agency that provides information, support and services to veterans and their eligible dependents and the ability to be accurate and communicate clearly with both co\-workers and customers is necessary. Job Responsibilities may include but are not limited to the following: #### Administrative Support Prepares correspondence which typically consists of typing letters, forms, statements, and other requests for central office staff. Proofreads documents and ensures work is professional, clear and correct before providing final product. Files incoming/outgoing correspondence and related documents. Maintain a filing system, both digital and hard copy, which allows for efficient and prompt retrieval of documents. Adheres to all confidentiality and privacy rules and regulations. Purges files in accordance with established records management retention policy. Collects and distributes mail of all types including building and interoffice mail as well as all classes of federal mail. Copies, assembles and/or prepares various materials for mailing or handouts. These include forms, posters, handouts, and flyers as well as other materials available to agencies and persons upon request. Coordinate, schedule appointments and meetings as necessary for central office staff. Make travel reservations for staff as required. #### Reception Answer incoming telephone calls in a professional and courteous manner with clarity of voice. Answers general questions in nature and transfers call to the appropriate staff person for more complex questions. Greets individuals who enter the office in a professional and courteous manner. Handles routine matters and provides information requiring little or no interpretation of agency policies. Refers customers to other appropriate staff or resources as necessary. #### Business Office Support Prepare purchase orders and create requisitions in SMART. Set up new vendors in SMART. Prepare travel vouchers for staff as assigned. Prepare travel reimbursements detail for accounting office. Work with business offices to track down invoices and receipts. Track expenditures and enter data in usable format for Deputy Director reports #### Other Approves and processes Veteran hunting and fishing license applications. Assists in developing digital monthly newsletters as needed by using various software applications. Ensure the document is free of grammatical and spelling errors. Assist the Director of Operations in maintaining and updating the agency’s website. Receives and documents after action reports submitted by employees Assist in PR function for the agency. Prepare news release, take pictures and write articles. Assist in tracking House and Senate bills during the Legislative Session. Receives, dispatches, and monitors all webmaster emails and constituent requests. #### Special Projects Performs special assignments, special projects or other related duties as may be delegated by the supervisor and/or Director within time limits and in accordance with special instructions given at the time the assignments, project, or related duty is assigned. Qualifications: Education: Education may be substituted for experience as determined relevant by the agency. Licensing \& Certification: Valid Driver's License Minimum Qualifications: One year of experience in general office, clerical or administrative support work. Must have the ability to report to work as assigned and remain on duty unless prior authorization is received from supervisor. Must be proficient with Microsoft Office programs, be able communicate, verbally and in writing, to spell correctly, use proper grammar and be accurate with data entry. To be successful in this position which serves at will, you will be expected to routinely perform the position tasks with limited supervision. Preferred Qualifications: Must have intermediate level or advanced knowledge and experience with Microsoft Office Suite, Six or more months of customer service experience, and/or Six or more months of data entry or accounting experience. Post\-Offer, Pre\-employment Requirements: As authorized by the 2018 Kansas Legislature, effective July 1, 2018, K.S.A. 75\-4362 is amended to designate all positions with the Kansas Commission on Veterans’ Affairs office, to include both the Kansas Soldiers’ Home and Kansas Veterans’ Home as Safety Sensitive positions and subject to the drug testing program. All applicants with a conditional offer of employment on or after July 1, 2018, shall be required to submit to a drug screening test. Successfully clear a federal background check for security access to systems working with SAA program. Tax Clearance Certificate. Can be obtained within 10 days of employment offer acceptance. Recruiter Contact Information: Name: Sheila Rice, HR Director Email: sheila.a.rice@ks.gov Phone: 785\-291\-3422 Mailing Address: All documentation needs to be uploaded through the state recruitment website. Required Documents for this Application to be Complete: On your Careers \- My Job Applications page, verify these documents are present and valid. Upload or delete and replace if needed: Inside this job's Job Application, upload these documents: transcript(s) if you desire to substitute education for experience Job Application Process: Sign in to your existing account or Register for a new account. Review and complete your contact information on the My Contact Information page. Upload documents listed in the Required Documents section of this job posting to the appropriate location. Complete and Submit your application. Check your email and My Job Notifications for written communications from the Recruiter. + Email \- the email listed on the Careers\>My Contact Information page. + Notifications \- view the Careers\>My Job Notifications page See the helpful links below to assist in completing your application: Instructions: + Job Search + Create an Account + Apply * Frequently Asked Questions 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 Applicant that have a physical, cognitive and/or mental disabilities may claim an employment preference when applying for positions. If they are qualified to met 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 postings are filled with the best qualified candidate as determined by the hiring manager. 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. Disability Hiring Preference \| Kansas Department of Administration (ks.gov) PLEASE NOTE: The documentation verifying a person's eligibility for use of this preference would 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\)26\-7712, scanned and emailed to Gustavo.Victoriano@ks.gov, or can be mailed/delivered in person to: PLEASE NOTE: The documentation verifying a person's eligibility for use of this preference would 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 Docking State Office Building 915 SW Harrison Ave, Suite 260 Topeka, KS 66612