Administrative Specialist

1 month ago

Shawnee, United States State of Kansas Full time

Employment Benefits

: First day of employment coverage under the State Employee Health Plan (SEHP) for 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. SEHP members and their covered family members have access to the HealthQuest Health Center at 9th and Kansas Avenue in Topeka for in person and virtual health care services. Sick & Vacation leave Work-Life Balance programs: parental leave, military leave, jury leave, funeral leave Paid State Holidays (designated by the Governor annually) Employee discounts with the Retirement and deferred compensation programs

Visit the Employee Benefits page for more information

Position Summary & Responsibilities:

Administrative Specialist

The Office of Procurement and Contracts (OPC) has responsibility for the following functions: to promote the use and development of processes which serve the best interests of the State of Kansas and its citizens, along with finding and implementing increased economies and efficiencies in the procurement process, maintaining the highest level of integrity, fostering broad based competition together with fair and equal treatment for all entities involved in the procurement process, and always seeking the best value and highest quality of goods and services being offered to the State of Kansas.

This position will serve in a pool of Administrative Specialist positions to perform day-to-day operations duties which consist of tracking bids, handling insurance forms, SMART routing of bids and scheduling bid awards. The primary Administrative Specialist position and the back-up will also serve as personal assistants to the Director and the Deputy Directors.

Primary duties and responsibilities assigned to the position consists of the following:

This position will work closely with State agencies to enter prior authorizations and purchase orders. This position will coordinate with other staff members to ensure the greeting area is covered, receive bids, assist customers, prepare reports, and assist Procurement Officers. The Administrative Specialist will report to the Deputy Director of Training as part of the administrative team.

• Assist Agencies with unique circumstances.

• Assist Executive Staff by entering requisitions.

• Provide Agency support with SMART functionality.

• Provide remote assistance to agency procurement staff to ensure compliance.

• Assist with specialized contract renewals.

• Summarize financial reports, creating queries, and performing additional reporting duties as needed.

Additional duties and responsibilities are as follows:

Coordination of daily bid openings to include receiving bid responses in-person or via email, recording bid responses and filing of bid responses and other communications in appropriate archive based on media types; maintaining security of bid response.

Duties may also include processing contract renewals as directed by procurement officers, creating bid solicitation, responding to bidders list (Bid Tab Sheets) to be available at the required time, monitoring websites for upcoming bid closings on a daily basis along with backing up other staff in supplier/vendor setup and maintenance.

This position does not offer remote or hybrid work schedule. Position is in the office 100%.

Minimum Qualifications:

Requires two years of experience in general office, clerical and administrative support work including work in electronic accounting and file systems. Education may be substituted for experience as determined relevant by the agency.

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