Administrative Officer

Job Posting Important Recruitment Information for this vacancy Job Posting closes: Open until filled Required documents uploaded by: Agency Information: Laid out on a 78-acre campus, Larned State Hospital (LSH) is the largest psychiatric facility in the state serving the western two-thirds of Kansas with nearly 1,000 employees and the capacity to treat more than 450 patients daily, 24-hours a day, seven days a week. LSH is accredited by The Joint Commission (TJC) and certified by the Centers for Medicare and Medicaid Services (CMS). About the Position Classified/Unclassified Service: Unclassified Full-Time/Part-Time: Full-Time Regular/Temporary: Regular Work Schedule: M-F 8-5 Eligible to Receive Benefits: Yes Veterans' Preference Eligible: Yes Search Keywords: Admin Officer Compensation: $18.89/hour TEMPORARY additional pay of $2.50/hr for every hour worked. $1,000 Sign-On Bonus after 90 days of employment for any new hire. * 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 is responsible for the operation of the Patient/Resident Trust Fund and performs as custodian of the Fund. This is a highly specialist position which will be responsible for tracking and managing the patient/resident trust fund. Job Responsibilities may include but are not limited to the following: Deposit and Payroll Accounting Duties * Receives deposits to individual patient/resident's accounts. * Writes receipts, prepares daily log of deposits, sends receipt to patient /resident. Keeps an accurate record of each patient/resident's deposits and available funds in their trust fund account. * Processes electronic deposits for Social Security, VA, VTP payroll and any other deposits that may be received for a patient/resident. * Distributes special deposit slips for VTP (Vocational Training Program) patients/residents giving amount of deposit, room and board amount, and room and board carry over amount (if applicable). * Encumbers money for glasses, dentures and medical equipment by deducting amount from designated patient/resident accounts. Keeps an accurate record of the total amount due for the item and the amount encumbered along with date of encumbered amount. Coordinates with clinic staff in regards to any issues or questions regarding the requested items. Completes a receipt for each encumbrance and sends to the patient/resident. * Encumbers money for mandatory savings for DOC patients and keeps an accurate record. * Reconciles deposit logs with cash received daily. * Balances out deposits and withdrawals for a daily balance for the account. * Updates patients/residents accounts as needed for admits and discharges. * Work is reviewed by Public Service Administrator II Expenditure Accounting Duties * Checks out cash to patients/residents and to staff for patient/resident's use. * Processes all patient/resident off-campus purchases by deducting amount from individual patient/resident's account and issues a Patient Trust Fund Check. * Assures that each withdrawal is proper and supported by the signature of each patient/resident and authorizes payment. * Follows guidelines and policies and procedures as to the handling of patient/resident funds. * Follows the direction of patient/resident's treatment team in the processing of payment for patient/resident's personal liabilities such as rent, taxes, utilities, child support, insurance premiums and other expenditures in the best interest of the patient. * Encumbers money for court fees as ordered by the court and sends to the Clerk of the District Court of record. * Sends out checks for VTP electronic deposits to area banks for those patient/residents who request it in writing. Maintains a detailed record of the patient/resident request for verification. * Processes board and care amounts and prepares board & care check for Social Security and VA patients/residents. * Processes board and care amounts and prepares board & care check for all VTP patients/residents. * Receives Canteen Spreadsheets from the Canteen Manager for individual patients on PSP, SSP and residents on SPTP who request Canteen Spending. * Checks to make sure individual account balances are adequate for the requested Canteen order and encumbers each patient's/resident's order. * Upon notification from the Canteen Manager, any changes necessary to spending amounts on the spreadsheets and in CMS. Prints the spreadsheets and Encumbrance report to send to Accounting and to file. * Issues check from Patient Trust Fund for total amount of purchases from canteen. * * This position will be the liaison between Reimbursement and the Canteen Manager. * Encumbers money for glasses, dentures or medical equipment and sends check to vendor or repays LSH for the items. * Processes requests for special meals for SPTP and SSP by deducting amount from designated patient/resident accounts and prepares check for payment. * Keeps an accurate record of each patient/resident's expenditures. * Prepares withdrawal log and reconciles cash disbursements with approved amount for the check cashing change fund. * Replenishes check cashing change fund by issuing a check from the Patient Trust Fund equal to the amount of the withdrawals. * Enters the checks written from the Patient Trust Find into Positive Pay regularly * Work is reviewed by Public Service Administrator II Reviewing Duties * Patient Trust Fund Manager, responsible for the daily accounting balances of the Patient Trust Fund, records daily deposits and withdrawals, ensures account balances at the end of the day. * Annually completes the Unclaimed money report and sends any unclaimed funds to Unclaimed Money. * Monitors patient/resident accounts to determine patient's/resident's available funds * Receives interest payment on Patient Trust Fund investment. * Deposits and then transfers interest amounts to the Patient Benefit Fund. * Withdraws interest funds from Patient Benefit Fund and distributes to qualified accounts. * Tracks patients/residents by calling jails, etc. to find where to send money for patient/resident's when they leave without taking money. * Provides information and answers questions numerous times daily to staff. * Responds to written requests received from patients/residents in regards to their account. * Notifies Social Security when patients/residents leave the facility, by writing letter and returning unused Social Security Funds. * Will balance patient/resident accounts against the daily control balance. * Receives and applies money to the Route 264 Sunflower Grill accounts for both employees and patients/residents. * Issues gift cards for Route 264 Sunflower Grill, verifies amount on card matches payment. * Reconciles Route 264 Sunflower Grill Account daily by closing register and forwards report to Accounting. * Reconciles weekly the money received for the Route 264 Sunflower Grill and gives to Accounting for deposit into the Route 264 Sunflower Grill Account. * Reports are reviewed by Accounts and Reports Division in Topeka. Other Accounting Duties * Prepares the annual report for the Division of Accounts and Reports. * Completes required account reconciliation, attaches checkbook reconciliation for each month. * Upon written request from a patient/resident, will send account statement and will advise the patient/resident on the appropriate fee for these records per Policy AD-6.1 * Verifies cash requests prior to dispersing to ensure adequate funds are available in the patient/resident account. * Completes annual Social Security payee reports to verify account activity for the patient/resident. Other Duties as Assigned * Updates the policies for the Patient/Resident Trust Fund. * Other duties as assigned to maintain an operational department. Qualifications Minimum Qualifications: * Four years of experience in general office, clerical or administrative support work. Education may be substituted for experience as determined relevant by the agency. Preferred Qualifications: * Three years of banking, bookkeeping or accounting experience. Education may be substituted for experience as determined relevant by the agency. Post-Offer, Pre-employment Requirements: * Ability to pass a KBI background and pre-employment drug test. Recruiter Contact Information Name: Mitchell Smith Email: View email address on click.appcast.io Phone: View phone number on click.appcast.io Mailing Address: 1301 KS Hwy 264, Larned, KS 67550 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 * 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 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 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.