Contract Specialist

Job Posting

Important Recruitment Information for this vacancy

Job Posting closes: February 27, 2025

Required documents uploaded by: February 27, 2025

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.

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: $20.13 - $21.13
• 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 (K0224006)

The Kansas Department of Health and Environment has a Contract Specialist opening in Topeka. This position requires overseeing the contract process which includes the routing process. Must follow up on contracts that seem to be lagging in the system. Will provide training for staff on how to write a contract.

This position requires great attention to detail and good proofreading skills. Must be able to multi-task and handle more than one duty at a time. Must be able to work well with staff throughout all of KDHE and have good personable skills.

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

Manages contract, sub-recipient, task order, and amendment processes for all BHP staff. Manages grant application routing process for all BHP staff and assists with writing, review, and completion of necessary forms and documents. Establishes and follows contract and grant routing processes for the bureau. Provides training and technical assistance to staff on a regular basis. Creates and maintains a contract manual, contract training presentation, contract files, and other related documents. Maintains a filing system on the network drive to house agreements by fiscal year and ensures necessary documentation is housed in the designated folders for each agreement. Reviews contracts on receipt from program staff for accuracy and completeness. Provides each contract to KDHE Legal for review and facilitates the exchange of feedback with program staff. Facilitates internal BHP routing process and ensures that agreements are reviewed and approved by the bureau Fiscal Analyst, Section Directors, and Deputy and Bureau Directors. Provides agreements to KDHE Contracts team to be entered into agency routing system (DocuSign). Facilitates and completes Prior Authorization process including the completion, review, and submission of forms. Frequently checks on prior authorization status and communicates with purchasing staff. Assists with facilitating vendor signature and provides guidance and templates for program staff to utilize. Tracks and monitors all agreements within the routing process and provides frequent updates on status to program staff and bureau leadership. Follows up on agreements that have been delayed outside of the normal timeframes. Keeps all contract files current and stays abreast of most current policies and procedures, including regular review of the KDHE Grants Compliance Manual. Assists the Bureau Director with quarterly/annual audits as required by KDHE CFO and staff, including pulling files, ensuring that the bureau is following the proper audit requirements for all contracts, obtaining additional information as needed, and doing any follow up work. Maintains relationships with KDHE fiscal, purchasing, and contracts team. Accuracy, good proofreading skills, and attention to detail are essential. Assists with other duties and tasks related to contracts and grant applications as assigned and as time allows.

Serves as co-lead for purchasing under direction of the Assistant Administrator. Works closely with the Purchasing Clerk and Fiscal Analyst of KDHE on all invoices and deposits according to KDHE and State guidelines. All invoices and contracts must be reconciled appropriately and paid on time. Payments must be made according to funding provided by program staff using the correct information. Must be fluent with the BHP Chart of Accounts to assign correct funding. Contract payments should be paid according to the contract, so a careful review of the contract is necessary before payment is made. Reconciles and pays bills such as K-Tag, Verizon, Wright Gas Card, Data, Telecom, Central Mail, etc. Records all payments and deposits on appropriate tracking spreadsheet and follows up to ensure they are paid. Must have a good understanding of policies and procedures and the requirements for making payments. Keep the supervisor involved in any discrepancies, issues, or complications.

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:

• Two years of experience in general office, clerical and administrative support work. Education may be substituted for experience as determined relevant by the agency. Any Legal Assistant experience is a plus.

• Ability to multi-task.

• Excellent interpersonal and organization skills.

• Proofreading, editing, attention to detail.

• Preferred Qualifications:

• Bachelor's degree in accounting or legal assistant.

• Two years of experience in multi-tasking of projects.

• Sufficient knowledge of accounting basics and a strong understanding of accounting.

• Word, Excel, PowerPoint, Access, Outlook.

• Accounting education or work experience in the field.

• Adequate work experience working in a team setting.

• Ability to set and meet deadlines.

• Strong computer skills with experience and proficiency in Microsoft.

Recruiter Contact Informa
tion

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

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 (785)296-7712, scanned and emailed to Gustavo.Victoriano@ks.gov, 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.