Administrative Support Unit Chief

Job Posting

Important Recruitment Information for this vacancy

• Job Posting closes: May 2, 2024
• Required documents uploaded by: May 2, 2024

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.

http://www.kdhe.ks.gov/

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

Compensation:

• Hourly Pay Range: $23.27 - $23.87
• 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 (K0228328)

The Kansas Department of Health and Environment has an Administrative Support Unit Chief opening in Topeka. The Bureau of Waste Management is seeking a team player with strong administrative and interpersonal skills for this supervisory position. The Unit Chief oversees routine, daily office administrative activities for the Bureau and performs a variety of support functions that require an understanding of policies, planning, and coordination. The successful candidate will possess strong organizational skills, have excellent attention to detail, and be able to communicate effectively with bureau staff. If you possess these skills, we encourage you to apply today!

Job Responsibilities may include but are not limited to the following:

Make work assignments and direct the daily flow of routine administrative support functions such as mail service; phone coverage; document management; maintaining office supplies; scheduling equipment maintenance and repairs; maintaining equipment inventories; maintaining staff directories; monitoring the bureau's web email; and other routine support functions. Ensure Unit staff are offered adequate training and resources to perform their duties effectively and efficiently. Complete the Performance Management Process for Unit staff including performance feedback sessions, annual evaluations, planning discussions, and disciplinary actions. Identify, plan and implement Quality Improvement projects to enhance Unit operations. May supervise additional temporary staff as needed.

Serve as the Bureau's records officer and oversee the electronic document system. Plan and direct the scanning and filing of documents to the electronic filing system. Develop and maintain instructions for bureau staff to ensure a consistent system for naming and filing documents according to document type and facility to facilitate document recovery. Perform Quality Assurance reviews of documents submitted to be filed and work with program staff to correct errors. As the bureau's Records Officer, maintain and periodically review records retention schedules; coordinate with programs to arrange to dispose or archive files that have exceeded retention schedules periodically reviewing the retention period and disposition schedules with each of the bureau's sections and making the recommended changes to the schedules. Serve as the main bureau contact with the agency's record storage contractor.

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:

• One year of experience in providing direction necessary to implement the objectives of an agency, program, or organizational unit. Education may be substituted for experience.

• Preferred Qualifications:

• Word, Excel, PowerPoint, Access.

• Proofreading, editing, attention to detail.

• Two years of experience as an office/administrative support manager.

• Supervisory experience.

• Fiscal experience such as financial recordkeeping, accounting and accounts payable/receivable.

• Experience managing large, electronic document filing systems.

• KORA experience.

• Experience with SMART, Sharps, Perceptive Content or similar software used by state agencies.

• Two years of experience working for a state agency.

Recruiter Contact Information

• Name: Ashley Webb

• Email: Ashley.webb@ks.gov

• 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

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.