Administrative Assistant

Job Posting Important Recruitment Information for this vacancy Job Posting closes: July 26th, 2026 Required documents uploaded by: July 26th, 2026 Kansas Department of Health and Environment: Our agency is led by Secretary Janet Stanek, who was appointed by Gov. Kelly in Dec 2021. KDHE is comprised of three divisions: Public Health, Environment, and Health Care Finance (which includes the State's Medicaid program, KanCare). We are the only agency in the nation to have these three entities under one roof which allows us to take a holistic approach to improving and protecting the health and well-being of all Kansans. Verification of identity and employment eligibility to work in the United States is required by federal law. For a list of acceptable documents that establish these criteria, please refer to the federal Form I-9. KDHE does not provide sponsorships for this position. E-Verify: Kansas Department of Health and Environment (KDHE) participates in E-Verify and will provide the federal government with your I-9 information to confirm that you are authorized to work in the U.S. For additional information regarding E-Verify, please click here. For additional information regarding Immigrant and Employee Rights (IER) please click here. About the Position * Who can apply: Anyone (External). * Classified/Unclassified Service: Unclassified * Full-Time/Part-Time: Full-Time * Regular/Temporary: Regular * Work Schedule: Monday-Friday, 8am-5pm (Flexible schedules available) * Eligible to Receive Benefits: Yes * Veterans' Preference Eligible: Yes * Sponsorship: KDHE does not provide sponsorship for this position. Compensation: * Hourly Pay Range: $17.78 * 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: The position (K0228426) Assist the Chief of Registration with special projects related to vital records. Prints unofficial copies of death records for other agencies in KDHE when request are received in the office. Test and trouble shoot upgrades or fixes to the electronic registration system and report any issues into a specialized program and track that issue to completion. Add and/or update the Procedure Manual with any processes that have changed or is missing. Provide assistance to the Registration, Amendments, Field Staff and Data Management Units as needed by assisting with opening daily mail and distributing the mail to the appropriate unit, reviewing and accepting birth and death certificates and establishes new legal birth certificates if documents provided meet state statute and regulation requirements. Reads, interprets and enters data from multiple sources into the database. Certificates and documentation must be filed in the drawers within the vault daily and in numerical order. This includes obtaining a report to check total electronic filed divorces and marriages against the hard copy certificates received to ensure that all numbers are accounted for. Job Responsibilities may include but are not limited to the following: Follows office guidelines and set schedules for on-site storage of original records. Assures records are in the exact historical order. Reviews every record to assure they are accounted for and in exact numerical order before sending records off-site. The incumbent is the last person to have access to the original records being sent to off-site storage. Keeps a detailed electronic and paper listing of all original and amended records which have been scanned onto the optical disk system and have been sent off-site. Qualifications * Education: * High School, GED * Licensing & Certification: * Valid Driver's License - Incumbent is required to have and maintain a valid driver's license when operating a state vehicle, a private vehicle, or a rental vehicle for the benefit of the State * Minimum Qualifications: * Six months of experience in general office, clerical or administrative support work. * Preferred Qualifications: * Word, Excel, PowerPoint, Access * Proofreading, editing, attention to detail * Typing, Alpha/Numeric Data Entry * Strong interpersonal skills * Good communication skills * Ability to work independently * Experience with confidential information. * Six months of experience at an advanced level in support/clerical work * Post-Offer, Pre-employment Requirements: * In accordance with K.S.A. 65-2402(b), any person offered a position of employment in the Office of Vital Statistics will be required to be fingerprinted and to submit to a state and national criminal history record check for the purpose of identification verification and the determination of the applicant's eligibility to perform tasks within the Office of Vital Statistics. * 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 click.appcast.io. Kansas Department of Revenue - Tax Clearance Frequently Asked Questions Recruiter Contact Information Name: Kyle Sanders Email: View email address on click.appcast.io Mailing Address: 1000 SW Jackson St. Suite 580 Topeka, KS 66612 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 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 sent either by fax to View phone number on click.appcast.io, scanned and emailed to View email address on click.appcast.io, 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 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.