Senior Administrative Assistant

Job Posting

Agency Information: Kansas Board of Pharmacy

The mission of the Kansas Board of Pharmacy is to ensure that all persons and entities conducting business relating to the practice of pharmacy in this state, are properly licensed and registered. This will protect the public's health, safety and welfare and promote the education and understanding of pharmacy related practices.

Agency Website: www.pharmacy.ks.gov

About the Position

• Who can apply: Anyone (External)

• Classified/Unclassified Service: Unclassified

• Full-Time/Part-Time: Full-Time

• Work Schedule: Monday through Friday

• 8:00 am to 4:30 pm

• Eligible to Receive Benefits: Yes

• Veterans' Preference Eligible: Yes

• Office Location: In-person Topeka Office, no remote work.

• Application Deadline: Open until filled

Compensation

Pay Range: $16.56 - 17.79 / hour*

• Wage can vary depending upon education, experience, or qualifications.

Employment Benefits

• First day of employment coverage under the State's comprehensive medical and prescription drug coverage and dental plan.

• Additional voluntary options including vision, hospital indemnity, accident and critical illness insurance plans and flexible spending accounts.

• Retirement and deferred compensation programs

• 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:

Senior Administrative Assistant

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

Reception: Provide primary reception coverage by screening and answering email for all agency programs. Provide scheduled primary and secondary coverage by screening and answering phones and voicemail for all agency programs. Greet and direct customers. Compose responses and provide basic factual information to customers by phone, face to face, and by routine correspondence. Enter notes and retrieve information from e-license. Receive, sort, and distribute incoming mail/packages to appropriate personnel; prepare outgoing mail. Process fine payments and forward to compliance division. Assist with reviewing and updating FAQs.

Licensing and General Office Tasks: Process and evaluate intern and technician registration applications, changes, and renewals. Verify documents for accuracy and completeness. Compose routine correspondence to applicants for completeness. Sort, file, scan, upload, retrieve, purge, archive, and copy office records and documents consistent with agency filing systems, policies, and record retention schedules. Add data to remote work tracker for facilities. Provide secondary coverage for e-license data entry of other new applications. During peak renewal periods, assist with approving and printing renewal certificates. Review and update monthly KBI rapback enrollment. Develop and maintain a User Manual for assigned duties.

Provide executive administrative assistance to Executive Secretary and Assistant Director of Budget and Operations, including message retrieval and response, scheduling meetings, preparing correspondence, filing, scanning. Prepare common office forms and reports. Deliver and pickup paperwork for Executive Secretary within Capitol Complex.

Participate in regular staff and division meetings. Prepare and present annual licensing report to Board. Miscellaneous duties as assigned.

Minimum Qualifications:

• High school diploma or equivalent.

• State of Kansas driver's license.

• One year experience in general office, clerical and administrative support work required. Education may be substituted for experience as determined relevant by the agency.

Preferred Qualifications:

• Prefer graduate of a two or four-year accredited college or university.

• Experience in State regulatory agency, licensure.

• Strong customer service skills and meeting coordination experience.

• Prefer experience with Microsoft Office Suite and experience with licensing or case management software.

Post Offer Requirement: State of Kansas Tax Clearance Certificate. The successful applicant (even non-residents) must obtain a valid Kansas Certificate of Tax Clearance by accessing the Kansas Department of Revenue's website within 10 days of the date the applicant has been offered the employment position. A Tax Clearance is a comprehensive tax account review to determine and ensure that an individual's account is compliant with all primary Kansas Tax Laws. A Tax Clearance expires every 90 days. This is in accordance with Executive Order 2004-03. If you need assistance with the tax clearance, please contact (785) 296-3199. Visit the Tax Clearance site for more information on and where to obtain this Kansas Department of Revenue document.

Recruiter Contact Information:

• Name: Emily Gottstein

• Email: emily.gottstein@ks.gov

• Mailing Address: Department of Administration Personnel Office, 900 SW Jackson, Room 401-N, 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

• DD214 (if you are claiming Veteran's Preference)

Upload these on the Attachments step in your Job Application

• Cover Letter

• Resume with three Professional References

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.