Kansas State Employment Center

Job Description

Job Title:   Senior Administrative Assistant

County:   Shawnee

Req. No:   187768

Agency Name:   Dept of Health & Environment

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

Applications accepted through:    DEC 17, 2017

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.

Senior Administrative Assistant (K0236569) in the Bureau of Epidemiology and Public Health Informatics: Office of Vital Statistics

Reads correspondence, examines and interprets requests to amend vital records (birth, death, marriage and divorce certificates) on a daily basis. Reviews and verifies that legal documents and court orders provided are genuine and not altered for fraudulent purposes. Reads, interprets and determines if legal documents and court orders provided meet state statute and regulation requirements. If documents do not meet state statute and regulation requirements, communicate with and instruct applicant in writing, by phone, or in person of additional requirements to make amendment on vital records. Responds to questions and ensures the confidentiality of the vital records and the confidentiality of requests.
Respond to customers who were born in Kansas, but who do not have standard birth certificates on file, to file a Delayed Certificate of Birth. Conduct independent searches of the VRV Web database and various other resources to try to locate a birth record. If unable to locate a birth record, provide guidance to the customer to determine if they need to file a delayed birth certificate based on their need for a birth certificate by advising customer what various agencies need to process their request, such as Social Security, Passport Services, etc. Examine and interpret whether documents provided by customers are genuine and have not been altered for fraudulent purpose.
Opens Amendments Unit's mail. Sort mail to separate the correspondence with money not receipted, the correspondence without money, and the correspondence with money already receipted.  Codes correspondence with money that has not been receipted so that the Customer Service Unit can receipt money.  Preps all other correspondence and makes decisions as to which documents need to be scanned onto the Optical Disk System (OD) by verifying that the legal documents have the proper seals and verification on them.
Scans and indexes documents and certificates onto the Optical Disk (OD) system by conducting independent searches on the VRV Web database.  If record is located, updates the related document screen on the OD by closing the status on appropriate images, making annotations, protecting a record or removing the protection status, routing image to appropriate work queue, etc.  Updates the VRV Web database by making decision as to whether to correct or remove existing information, create a duplicate record, delete a record or change an existing record identification number which is used to locate and retrieve an image in the OD system.

A complete position description can be emailed upon request.

Minimum Requirements:
One year of experience in general office, clerical and administrative support work. Education may be substituted for experience as determined relevant by the agency.

Necessary Special 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.

Preferred Criteria: 
• High School Diploma/GED
• Optical Disk
• Experience reading, interpreting and implementing state statutes and regulations
• Experience in handling confidential information, customer service, written communications
• Word, Excel, PowerPoint, Access
• Proofreading, editing, attention to detail

$13.61 hourly; 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
• Copy of Professional License if 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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