Kansas State Employment Center

Job Description

Job Title:   Executive Assistant to the Secretary

County:   Shawnee

Req. No:   187332

Agency Name:   Dept of Health & Environment

Posting Type:   External  --> Click here for Definition of Posting Type

Applications accepted through:    ,

Job Description:

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment verification document upon hire. KDHE participates in E-Verify and will provide the Social Security Administration and, if necessary, the Department of Homeland Security, with information from each new employee’s Form I-9 to confirm work authorization.

Executive Assistant to the Secretary (K0208020) in the Office of the Secretary

Provide executive administrative assistance to the Secretary of KDHE. Position often acts as liaison for the Secretary to the agency Bureau directors and staff. Performs a variety of important, urgent, confidential and/or complex tasks in accordance with the constantly changing priorities for the Secretary. Maintain awareness of critical and time sensitive agency issues in order to determine what information requires the Secretary’s immediate attention. Responds to questions and information requests from state agencies, legislators, providers and other stakeholders and refer to appropriate staff. Use well-developed communication and interpersonal skills to ensure that the standard office practices and routines of the agency office are functioning efficiently on a daily basis.
Develop a working understanding of Environmental, Medicaid, and Health policies, procedures and plans in order to delegate or refer other issues to appropriate staff. Ensure confidentiality is maintained as necessary. Review and recommend technical and procedural changes as necessary in order to improve work processes and day-to-day office activities of the Executive branch of the agency. Prepares correspondence for the Secretary and reviews agency documents prepared by other Bureau Directors and assembles complex data for agency reports & public records. Position represents the Secretary and agency at meetings or agency functions as directed by the Secretary.
Maintain appointment schedules for the Secretary and ensure staff has appropriate documents or files for meetings and appointments. Uses independent judgment skills to resolve scheduling conflicts and update meeting communications, etc. Coordinate agency-related travel & accommodations for the Secretary. This position maintains day-to-day operations for the Secretary.

A complete position description can be emailed upon request.

Minimum Requirements:
Three years of experience in general office, clerical and administrative support work, with at least one year reporting to executive level staff.

Necessary Special Requirements:
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.

Preferred Criteria: 
• Bachelor’s degree in any area of study
• Experience in public sector/government
• Ability to proofread and edit
• Experience performing administrative support work for a high level/executive position
• Ability to understand and follow instructions
• Ability to quickly adapt and prioritize tasks/information
• Word, Excel, PowerPoint, Access
• Proofreading, editing, attention to detail

Up to $55,000 annually; can vary depending upon experience and qualifications.

The application process has 3 STEPS.

STEP 1:  Register by completing the online Personal Data Form  (https://admin.ks.gov/services/state-employment-center/sec-home/state-employment/register-personal-data)
(Skip this step if you already have an Applicant ID number.)

STEP 2:  Complete the State of Kansas Application Form (https://admin.ks.gov/services/state-employment-center/sec-home/state-employment/apply) and submit to the Kansas Department of Health and Environment

STEP 3:  Email these additional documents to recruiter@ks.gov Include the job requisition number and your last name in the subject line. 

• Resume
• Cover Letter
• Copies of Official transcripts if a degree is required or preferred
• Kansas Tax Clearance Certificate

KANSAS TAX CLEARANCE CERTIFICATE REQUIRED: Each applicant applying for a State of Kansas job vacancy must obtain a valid Kansas Certificate of Tax Clearance by accessing the Kansas Department of Revenue's website at http://www.ksrevenue.org/taxclearance.html  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. All applicants, including current state employees, are responsible for submitting a valid certificate with all other application materials to the hiring agency.  This is in accordance with Executive Order 2004-03. If you need assistance with the tax clearance, please contact 785-296-3199.

Recruiter Contact:
KDHE – Office of Personnel Services
ATTN: Recruiter
1000 SW Jackson, Suite 580
Topeka, KS 66612
Phone: 785-296-4486
Fax: 785-559-4271
Email: recruiter@ks.gov

How You Will Be Evaluated:
Your application will be considered incomplete and you may be found ineligible if you fail to submit all required documentation. Your application will be reviewed to ensure you meet the minimum and any necessary special requirements. Next, your application will be evaluated and rated based on preferred selection criteria and competencies for the position. 

What To Expect Next:
After your application is evaluated and ranked, you may be referred to the hiring manager for further consideration and possible interview. You will be notified of the outcome after the selection process is complete. You may call or email the recruiter contact listed to inquire about your application.

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 competency factors of the position, including any preferred selection criteria established in accordance with K.A.R. 1-6-3. The veterans' preference laws do not guarantee the veteran a job.  Positions are filled with the best qualified candidate as determined by the hiring manager. See jobs.ks.gov for additional Veterans' Preference Information.

Individuals with disabilities are encouraged to contact the agency recruiter if reasonable accommodations are needed for any part of the application or hiring process.

The Kansas Department of Health and Environment is an Equal Opportunity Employer. KDHE encourages applications from all persons. Federal and state legislation prohibits discrimination on the basis of race, religion, color, national origin, ancestry, sex, age, disability, and veteran status. Persons with disabilities are encouraged to contact Human Resources at 785-296-1539 if accommodations are needed in completing an application, interviewing and any other aspect of the employment process.  EOE

The mission of KDHE is to protect and improve the health and environment of all Kansans.

Find out more about us at our web site

Class/Uncl Full/Part Time: Grade: Hiring Rate: Pay Frequency:
U F 001 $0.00 Hourly

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