Administrative Assistant - Records

Important Recruitment Information for this vacancy

Job Posting closes: June 8, 2026

Required documents uploaded by: June 9, 2026

Agency Information: Ellsworth Correctional Facility, 1607 State Street, Ellsworth KS 67439

About the Position

• Who can apply: Those who meet the minimum qualifications (External Posting)
• Classified/Unclassified Service: Classified
• Full-Time/Part-Time: Full-Time
• Regular/Temporary: Regular
• Work Schedule: Mondays through Fridays, 7:30 AM – 4 PM
• Eligible to Receive Benefits: Yes
• Veterans' Preference Eligible: Yes

Compensation: Pay Grade 20, Step 6; $15.03/ hour

• 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

Responsible for the processing of resident files and prepares required paperwork upon a resident's admittance to the facility in accordance with Internal Management Policies and Procedures (IMPPs) and General Orders. Maintains up-to-date and accurate case files of all residents housed at this facility. Checks Athena data. Routes necessary copies of the completed forms, reports and documents to the appropriate department. Keeps a written record of all residents being admitted to and released from the facility daily by type of admission and release.

Job Responsibilities may include, but are not limited to the following: Assists in the processing of residents being released/transferred/or appointments from the facility in accordance with IMPPs and General Orders. Processes dress out cards for residents transferring and releasing and processes P290 release form for releases. Coordinates and oversees release procedures. Reports are run weekly to ensure that all residents' release dates are being checked by the incumbent. Prepares a release packet containing parole certificate, Expungement form, reporting instructions, violent offender registration forms and materials for the parole office. Responsible for requesting NCIC, ALERTS, ALLS and Administrative Messages for 6 month and 16 month checks. Responsible for reading, interpreting and being knowledgeable of the Kansas Statutes pertaining to crimes involving the Violent Offender Registration. Types and submits all forms to the Kansas Bureau of Investigation when appropriate.

Checks Athena data on resident tattoos and central monitoring issues. Routes necessary copies of the completed forms, reports and documents to the appropriate department. Processes minimum clearance sheets and distributes them to the required departments. Processes paperwork for Off Site Speaking Engagements. Responsible for ordering needed files from the Central Records Repository in Topeka and requests files from other facilities not received on transferred inmates. Maintains documentation for these requests. Organizes and prepares records to be sent to the Central Records Repository for storage. Maintains a log of inactive records that have been forwarded to the repository or other requesting facilities.

A full Position Description and required Essential/Event Driven Physical Functions for this classification can be obtained by contacting the recruiter listed below.

Qualifications

Education: High school diploma or GED

Licensing & Certification: Have valid driver's license

Minimum Qualifications: Six months of experience in general office, clerical, or administrative support work. Education may be substituted for experience as determined relevant by the agency.

Preferred Qualifications: A year in general office, clerical, or administrative support work. Knowledge of English, spelling, grammar, and arithmetic. Knowledge of standard formats for letters, memos and reports. Knowledge of record keeping, and reporting methods. Ability to apply and explain rules, regulations, policies and procedures. Ability to understand and follow verbal and written instructions. Ability to use basic word processing, spreadsheet and database applications. Ability to establish and maintain effective working relationships. Ability to enter information in a variety of formats (such as narrative, manuscript, business and statistical etc.) Ability to proofread and edit for grammar, spelling, syntax and styles; compute, verify and compare figures, detect discrepancies in information and records. Ability to use basic math to add, subtract, multiply and divide. Ability to communicate effectively both verbally and in writing. Ability to extract data and formulate reasonable conclusions from a variety of sources.

Post-Offer, Pre-employment Requirements: Must pass background check and have negative results from drug test

Recruiter Contact Information

Name : Christine Orr

Email : View email address on jobs.institutedata.com

Phone : View phone number on jobs.institutedata.com

Mailing Address :

Ellsworth Correctional Facility

P.O. Box 107, 1607 State Street

Ellsworth, KS 67439-0107

Selection Process: Applicants selected for an interview will be evaluated by an interview panel using performance/behavior-based interview questions. The interview panel will make recommendations to the Warden for final approval. A second interview may be conducted. Applicants will be subject to background check and criminal history investigation; must pass a drug screen and a TB test unless promoting, transferring, or demoting from another safety sensitive position within the same agency; and possess a valid Driver’s License.

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 View phone number on jobs.institutedata.com. Kansas Department of Revenue - Tax Clearance Frequently Asked Questions

E-Verify: This employer participates in E-Verify and will provide the Federal Government with your Form I-9 information to confirm that you are authorized to work in the United States. Employers can only use E-Verify once you have accepted a job offer and complete the form.

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, verify these documents are present and valid. Upload or deleteand replace if needed:

• Transcripts
• DD214 (if you are claiming Veteran’s Preference)
• Kansas Tax Clearance

Helpful Resources at jobs.ks.gov : “How, What, & Where do I Upload Documents”

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 scanned and emailed to View email address on jobs.institutedata.com, 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.