Administrative Specialist

Job Posting Administrative Specialist Job Opening ID #: 222005 Location: Olathe / Johnson County Job Posting Closes: Open Until Filled Kansas Highway Patrol About the Position: * Who can apply: Agency Only * Classified/Unclassified Service: Unclassified * Full/Part-time: Full-Time * Work Schedule: 8:00a - 5:00p * Eligible to Receive Benefits: Yes * Veteran's Preference Eligible: Yes Compensation: * Hourly Pay: $ 18.26 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 * Kansas Highway Patrol has both KPERS and KP&F eligible positions. If you have retired, you will have a waiting period before you can go back to work for a KPERS/ KP&F employer. Visit the Employee Benefits page for more information… Position Summary & Responsibilities: Position Summary: Incumbent is the troop timekeeper, a position directly affecting the pay of all troop employees; Collects the most current HP-136 overtime reports and verifies them to employee time entry through the SHaRP payroll system which necessitates making independent decisions regarding shift differential, call-in/call-back, specialty codes for certain positions and overtime pay eligibility; Advises employees of necessary corrections and makes said corrections as deadlines necessitate; Maintains all payroll files; Tracks and reports all leave balances, and disseminates such data to GHQ personnel and other users as needed. Incumbent submits a detailed report of time devoted to special projects including, but not limited to: CZONE, STEP, RAVE, HIDTA, TOPS, TFRG, ERG, natural disasters and any other special projects that might occur during the pay period. Information must be correctly reported in SHaRP and match all reports submitted to accounting or any other department or department officials in need of such reports . Incumbent is the primary troop contact for SMART entry of requisitions and expenses, including travel authorizations and their corresponding deadlines; and Requires knowledge of State of Kansas purchasing statutes and regulations, vendor codes and contract ID codes, among other requirements. Purchasing: Enters and receives SMART orders, ensuring all ordered items are present and in acceptable condition and ensures accounting has all required paperwork to make payment to vendors; Assists GHQ accounting and purchasing staff to resolve billing or order discrepancies with vendors; Works closely with GHQ purchasing staff to ensure proper purchasing procedures are followed; Places orders for uniforms and body armor, in addition to other general items. Acts as a troop backup to verify Visa (BPC or P-Card) monthly statements in SMART, ensuring accuracy and completeness, under strict deadlines; Responds to requests for individual receipts from accounting; Maintains p-card files; and Ensures current policies are being followed. Requisitions: Incumbent pays special attention to patrol vehicle damage packets, correctly routing/e-mailing the damage packets to all required individuals and uses special knowledge of agency procedures for repair of agency vehicle damage. Upon approval, incumbent must enter requisitions for repair of damage in SMART; Monitors the approvals process; Notifies employees and their supervisors of approval; Forwards supplements for repairs to the correct departments; Receives the PR in SMART upon satisfactory completion of repairs; and E-mails invoices for payment to accounting. Drafts, proofreads, and maintains confidential correspondence for troop personnel and Troop Commander; Scans/e-mails and correctly routes all correspondence from Troop A; Updates and maintains personal and personnel files; and Monitors annual employee evaluation submissions. Attends civilian, clerical, and leadership courses as directed by the agency. Assists in compiling activity reports for other special enforcement's, as requested by supervision; Maintains Troop A Motorist Assist Program by coordinating with Troop I to acquire tools and other necessities; Coordinates background investigations for Troop A by issuing background investigations and providing follow-up; Coordinates the Ride-A-Long program for Troop A; Works closely with troop supervision and GHQ Human Resources concerning payroll, health insurance, worker's compensation, limited duty, FMLA, and other personnel issues; Ensures that personnel have access to all relevant employment data, including but not limited to: insurance information, payroll options, benefits, worker's comp information, and other related situations; Collects and processes paperwork on hew hires; and Serves as the liaison between employees and GHQ Personnel staff. Back up to the Senior Administrative Assistant: Collects and processes Time and Activity reports from Troopers and MAT's; Detects discrepancies; and Enters information into the system. Assists in verifying the annual troop inventory. For a full position description email request to View email address on click.appcast.io , please include the Job ID #. Qualifications: Education: High School Diploma or GED equivalent. Licensing & Certification: Valid Driver's License. Minimum Requirements: Two years of experience in general office, clerical and administrative support work. * MUST BE A CURRENT KANSAS HIGHWAY PATROL EMPLOYEE* Preferred Qualifications: Ability to: speak clearly and concisely in person and on the telephone; Establish and maintain effective working relationships; Communicate effectively, both verbally and in writing, with fellow employees and the general public; Maintain proficiency in Microsoft Windows, Outlook ,and Excel software programs; Perform accurate proofreading skills; Maintain the ability to multi-task; and Complete basic mathematical calculations. Post-Offer, Pre-employment Requirements: Must submit to and pass a background investigation. Ability to walk, stand, bend, lift lightweight materials up to 30 lbs., sit for long periods of time, move, stretch, twist, stoop or reach out with the body, arms and/or legs. Normal physical exertion associated with an office environment. Incumbent may be required to perform handling activities with lightweight or easily moved items (file folders, boxes of office supplies, etc.). Normal bending, sitting, lifting commonly associated to every day clerical duties. Persons applying for positions with KHP will be subject to background investigation, fingerprints, and/or drug screening. Recruiter Contact Information: * Name: LT. Cory Beard * Email: Cory. View email address on click.appcast.io * Phone Number: View phone number on click.appcast.io 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 (Optional) Helpful Resources at jobs.ks.gov: "How, What, & Where do I Upload Documents" 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 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 determined 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 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 click.appcast.io , 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.