Administrative Specialist
4 weeks ago
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 programsPosition Summary & Responsibilities
Position Summary:
The position (K0237355)
The Kansas Department of Health and Environment has an Administrative Specialist opening in Dodge City. This position prepares agency purchase orders, interfund vouchers, and travel vouchers for procurement and payment of goods and services, including: assigning appropriate funding sources for accurate billing; determining whether requested goods or services are available through a state contract; accessing the SMART database for vendor information; entering completed data into the SMART system; tracking the district environmental program budget and advising the DEA on various fund balances; maintaining district file copies of purchasing documents; maintaining the inventory of district office supplies, ensuring that bills are paid on time, and; assisting program managers to gather data as needed for budgetary and financial reports. Logs expenditures and maintains the District Office Budget to ensure accuracy and consistency with Central Office Fiscal Analyst.
Job Responsibilities may include but are not limited to the following:
Direct the administrative support activities of the district office which include implementing office policies and procedures; assisting the District Environmental Administrator (DEA); composes letters and reports for the DEA and BEFS staff from rough draft; and facilitates video conferencing in the district office. Perform routine office functions including: directing incoming calls from the general public, the regulated community and other agency officials to appropriate district office or central office staff, or to other local or state agencies as appropriate; processing bi-weekly time sheets to ensure accuracy and timely submit to the central office; maintaining employee leave requests and tracking leave balances; maintaining environment program files; contacting equipment vendors for repairs and tracking copy machine usage; communicating with the landlord regarding needed building maintenance and repairs; and maintaining the district bulletin board.
Maintain the district complaint tracking spreadsheet; maintain the district KORA tracker; serve as the office safety coordinator and promote safe working practices in the office and field. Maintains SOP manual for district office administrative services.
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. Preferred Qualifications: Experience using a multi-line telephone system. Additional Computer skills in Outlook and Publisher. Ability to organize and maintain filing systems. Ability to type accurately and enter data. Ability to write and proofread simple correspondence. Excellent customer service skills. Proofreading, editing, attention to detail. Word, Excel, PowerPoint, Access, Corel Suites.-
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