Administrative Support Unit Chief

Found in: Talent US 2 C2 - 2 weeks ago

Shawnee, United States State of Kansas Full time

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 Retirement and deferred compensation programs

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.

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