Senior Administrative Assistant

Job Posting Important Recruitment Information for this vacancy Job Posting closes: Open until filled Required documents (as listed in Qualifications and Required Documents sections) must be uploaded by close date. Incomplete applications may not be considered. Agency Information Kansas Department for Children and Families | Rehabilitation Services Wichita Region / Wichita About the Position Who can apply: External (anyone) Classified/Unclassified Service: Unclassified Full-Time/Part-Time: Full-time Regular/Temporary: Regular Work Schedule: Monday-Friday Eligible to Receive Benefits: Yes Veterans' Preference Eligible: Yes Compensation: $ 15.91/hour. Salary may be dependent upon the candidate's qualifications and experience. Employment Benefits In addition to the starting salary, the State of Kansas offers a significant benefits package that is available the first day of employment. All benefits eligible, full-time employees may elect to enroll in: * Health Insurance including medical, dental, vision (plus optional partner/dependent coverage at reduced cost) * Creation of and contribution to your personal KPERS defined Retirement benefit * 9-10 paid, annual holidays * 12 paid, annual vacation days * 12 paid, annual sick days * 1 paid Discretionary Day * Your personal life insurance policy equal to 150% of your starting salary * This benefits package represents additional annual compensation. Visit the Employee Benefits page for more information. Position Summary & Responsibilities The Kansas Department for Children and Families is hiring innovators and leaders. If you believe people have the capacity to progress, succeed, grow, and do well in life, you can discover your purpose here! Find more than just a job with DCF. You can be part of the growth and opportunity for our team to help serve the individuals and families in your community. Thrive With Us and find your career and purpose! Daily operation of telephone system, which distributes calls on a rotating basis to all support staff in the group. Responds to public inquiries, vendors, other units/DCF departments, and internal program staff. Data entry, customer service to our clients, working with payments, prepares letters, memos and various types of correspondence through the use of word processing, file maintenance, Pre-ETS staff support which provides administrative and program support. View the full position description: Qualifications Minimum Qualifications: *If a driver's license is required for the position, candidates will be required to submit a copy to the recruiter following interviews* One year of experience in general office, clerical and administrative support work. Education may be substituted for experience as determined relevant by the agency. High School diploma or equivalent. Post-Offer, Pre-employment Requirements: Security Clearance: A background check (KBI - criminal background, welfare fraud, driver's license and Child/Adult Abuse and Neglect Central Registry) is required for all positions with the Department for Children and Families (DCF) as a condition of employment, which may include fingerprinting and FBI check. Security clearance must be obtained prior to employment with DCF. Must maintain security clearance throughout employment. 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 Email: View email address on click.appcast.io Please reference Job ID Number: 222330 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 * State of Kansas online application * Resume * Cover letter * Legible copy of valid driver's license (if driver's license is required) * Transcripts (if educational requirements are listed for this position) If degree is a requirement listed, transcript must show proof of graduation or degree obtained. * DD214 (if you are claiming Veteran's Preference) * Required documents must be uploaded by close date. Incomplete applications may not be considered. 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 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 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. 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. E-Verify: DCF 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 U.S. Full Position Description: No. Each Task and Indicate Percent of Time E or M The person in this position has access to protected health information (PHI) under the provisions of the Heath Information Portability Act of 1996 (HIPPA) Privacy Rule. PHI must be treated in accordance with the provisions of the HIPAA Privacy Regulation including the requirements for safeguarding, releasing and recording the release of such information. The person will receive training in the provision of the HIPAA Privacy Regulations as they relate to the duties of this position and has signed a confidentiality agreement. In addition to the tasks listed below, the incumbent is expected to communicate the Mission, Vision and Guiding Principles of the agency to peers, clients and the public; identify personal strengths and developmental needs to increase job performance and long-term career growth. Continually analyze work processes, seek new approaches and make recommendations to enhance efficiency and effectiveness of the agency. Works in a harmonious and cooperative fashion with other staff to provide efficient and effective customer service. Uses free time as available to assist other staff in the completion of work assignments. Contributes to a positive work environment through a positive, helpful, courteous demeanor towards staff, clients, and the general public. Adheres to appropriate standards of conduct regarding the use of leave and reports to work on time. Comply with the Rehabilitation Services professional conduct expectations. Demonstrate leadership in carrying out the DCF Mission, Vision and Guiding Principles, and in communicating these values with peers, customers, partners and the general public; Demonstrate leadership in carrying out and communicating the Goals and Priorities of Kansas Rehabilitation Services (KRS), emphasizing the value of employment, the potential of people with disabilities, the importance of accountability, and the meaningful involvement of people with disabilities, partners, employers and other stakeholders in KRS programs, services and activities; Ensures that each consumer has the necessary information, knowledge and opportunities to make informed decision throughout the rehabilitation process, including the selection of the vocational objective and needed services. Identify his/her own personal strengths and developmental needs to increase job performance and long -term career growth; Continually analyze work processes, seek new approaches, and make recommendations to enhance efficiency and effectiveness of the agency; Provide excellent customer service both internally and externally, serving as an advocate for the customer throughout all program areas and lines of business; Serve as a positive role model, respecting diversity, demonstrating respect, trust, and openness, and communicating in a manner that is courteous, respectful and protects human dignity; Identify gaps and needs for community and agency services and seek to develop needed services in conjunction with other DCF and KRS staff; and Work cooperatively with peers, staff, customers, community partners and the general public. 1. 30% E Client Services Daily operation of telephone system, which distributes calls on a rotating basis to all support staff in the group. Responds to public inquiries, vendors, other units/DCF departments, and internal program staff, either by handling the call or by directing caller to appropriate individuals. Takes detailed messages from clients, vendors and other organizations. In a counselor's absence, may coordinate between clients and the designated VR staff person to resolve any problems or immediate issues. When assisting with client intake requests obtains required client information, briefly explains VR program on the phone or through face-to-face interaction, and updates intake appointment calendar. Assists with VR payment processing by creating both service and payment authorizations for counselors' final approval. May assist with arrangements for, or completion of, relay call services as an accommodation for hearing impaired clients. Also helps with scheduling of sign language interpreter services, when requested by VR counselor. May greet and receive clients with appointments and respond to inquiries by the general public. Check the message line daily and refers to the appropriate person or responds to the caller by the end of each day. Distributes bus passes and other materials, under the direction of VR counselors. May assist in scheduling client appointments with providers or vendors. Assist walk-in clients with questions, paperwork and scheduling appointments with counselors. 2. 30% E Computer and Software Usage Enters information data into KMIS mainframe computer system, including client referrals, VR applications, service and payment authorizations, and other elements as directed by the VR Counselor. Develops and/or maintains various tracking, scheduling and monitoring systems through use of Microsoft (MS) applications such as Excel spreadsheet or Access databases. Also utilizes MS Outlook for routine interoffice communication and scheduling of work activities. Prepares letters, memos and various types of correspondence through use of word processing software. Also works refunds from payments made to vendors/providers and making sure all paperwork is noted and attached when mailing the refund back to the administration office and the counselor has a copy for the client's file. Assist counselor with data entry and other related tasks when person assistant unavailable. Coordinates setting up meetings and procures meeting rooms. 3. 20% E File Maintenance/Correspondence Distribution Compiles new case files for initial applications and sort case information according to established KRS guidelines. File authorization documents, medical records, narratives, etc. in accordance with case file order, and in chronological sequence, as set by KRS. Organize and fax information to vendors and/or other professionals when requested by VR counselor. Request or retrieve close cases from closed file area when needed. Prepare case records to be sent to closed files, wit hall vouchers, reports, letters, narratives, etc. in proper order, when requested by VR counselor. Open, date stamp, and distribute incoming mail as needed. Prepare and route outgoing mail and prepare certified mail when requested. 4. 20% E Pre-ETS Staff Support Provides administrative and program support to Rehabilitation Services staff, customers, and community partners to ensure effective delivery of services. Assists in coordinating communication, scheduling, and information sharing with schools, service providers, employers, and other community partners. Supports outreach and collaboration efforts by maintaining records, preparing materials, and facilitating coordination activities. Supports the agency's responsibility to deliver and coordinate Pre-Employment Transition Services (Pre-ETS) by assisting with activities such as scheduling, coordination with schools and partners, tracking and maintaining documentation, and ensuring accurate time and labor reporting in alignment with agency requirements and federal guidelines. Activities are performed in support of Pre-ETS services and coordination efforts, as appropriate to the position.