Administrative Assistant

Kansas Department of Health and Environment; Kansas; On-site; USD 20,000 - 29,000; Part time

Benefits offered by this job

Medical coverage

Dental coverage

Vision coverage

Sick leave

Vacation leave

Work-Life Balance programs

Parental leave

Military leave

Jury leave

Funeral leave

Paid State Holidays

Fitness Centers in select locations

STAR Program discounts

Retirement and Deferred Compensation

Job summary

Kansas Department of Health and Environment (KDHE) is seeking a part-time administrative assistant to support the Office of Vital Statistics. The role involves assisting with vital records projects, processing and filing certificates, and ensuring records are maintained in strict numerical order.

The position requires at least a high school diploma or GED, a valid driver's license, and the ability to handle confidential information.

Qualifications

• High School diploma or GED required.
• Valid Driver's License required to operate a state vehicle or related duties.
• Six months of general office, clerical or administrative support experience preferred.

Responsibilities

• Assist the Chief of Registration with special projects related to vital records.
• Print unofficial copies of death records for other KDHE agencies upon request.
• Test and troubleshoot upgrades or fixes to the electronic registration system and report issues.
• Update the Procedure Manual to reflect changes in processes.
• Open and distribute daily mail, review birth/death certificates, and establish new birth certificates when documents meet regulations.
• Review records for accurate numerical order and proper filing in the vault.

Skills

Strong interpersonal skills

Good communication skills

Ability to work independently

Education

High School, GED

Tools

Word

Excel

PowerPoint

Access

Job description

Job Posting

Important Recruitment Information for this vacancy

• Applicants from prior postings are still being considered for this role and need not reapply.

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.

Verification of identity and employment eligibility to work in the United States is required by federal law. For a list of acceptable documents that establish these criteria, please refer to the federal Form I-9.

KDHE does not provide sponsorships for this position.

E-Verify: Kansas Department of Health and Environment (KDHE) participates in E-Verify and will provide the federal government with your I-9 information to confirm that you are authorized to work in the U.S.

http://www.kdhe.ks.gov

About The Position

• Who can apply: Anyone (External).
• Classified/Unclassified Service: Unclassified
• Full-Time/Part-Time: Part-Time
• Regular/Temporary: Regular
• Work Schedule: Monday-Friday, 8am-5pm (Flexible schedules available)
• Eligible to Receive Benefits: Yes
• Veterans' Preference Eligible: Yes
• Sponsorship: KDHE does not provide sponsorship for this position.

Compensation

• Hourly Pay Range: $17.78
• 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 (K0228426).

Assist the Chief of Registration with special projects related to vital records. Prints unofficial copies of death records for other agencies in KDHE when request are received in the office. Test and trouble shoot upgrades or fixes to the electronic registration system and report any issues into a specialized program and track that issue to completion. Add and/or update the Procedure Manual with any processes that have changed or is missing. Provide assistance to the Registration, Amendments, Field Staff and Data Management Units as needed by assisting with opening daily mail and distributing the mail to the appropriate unit, reviewing and accepting birth and death certificates and establishes new legal birth certificates if documents provided meet state statute and regulation requirements. Reads, interprets and enters data from multiple sources into the database. Certificates and documentation must be filed in the drawers within the vault daily and in numerical order. This includes obtaining a report to check total electronic filed divorces and marriages against the hard copy certificates received to ensure that all numbers are accounted for.

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

• Follows office guidelines and set schedules for on-site storage of original records.
• Assures records are in the exact historical order.
• Reviews every record to assure they are accounted for and in exact numerical order before sending records off-site.
• The incumbent is the last person to have access to the original records being sent to off-site storage.
• Keeps a detailed electronic and paper listing of all original and amended records which have been scanned onto the optical disk system and have been sent off-site.

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:
  • Six months of experience in general office, clerical or administrative support work.
• Preferred Qualifications:
  • Word, Excel, PowerPoint, Access
  • Proofreading, editing, attention to detail
  • Typing, Alpha/Numeric Data Entry
  • Strong interpersonal skills
  • Good communication skills
  • Ability to work independently
  • Experience with confidential information.
  • Six months of experience at an advanced level in support/clerical work
• Post-Offer, Pre-employment Requirements:
  • In accordance with K.S.A. 65-2402(b), any person offered a position of employment in the Office of Vital Statistics will be required to be fingerprinted and to submit to a state and national criminal history record check for the purpose of identification verification and the determination of the applicant's eligibility to perform tasks within the Office of Vital Statistics.
  • Kansas Tax Clearance Certificate: A valid Kansas Tax Clearance Certificate is a condition of employment for all employees of the State of Kansas. Applicants (including non-residents) who receive a formal job offer for a State job, are required to obtain a valid Tax Clearance within ten (10) days of the job offer. A Tax Clearance can be obtained through the Kansas Department of Revenue who reviews individual accounts for compliance with Kansas Tax Law. If you have a missing tax return(s) or you owe taxes to the State of Kansas, please know that the Kansas Department of Revenue will work with you. The Kansas Department of Revenue can set you up on a payment plan to receive a Tax Clearance so you can get a job working for the State of Kansas. The Kansas Department of Revenue can be contacted at 785-296-3199. Kansas Department of Revenue - Tax Clearance Frequently Asked Question s

Recruiter Contact Information

Name: Kyle Sanders

Email: [e-mail]

Mailing Address: 1000 SW Jackson St. Suite 580 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.