Kansas State Employment Center

Job Description

Job Title:   Administrative Specialist

County:   Miami

Req. No:   188234

Agency Name:   Osawatomie State Hospital

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

Applications accepted through:    ,

Job Description:

Job Summary: This position performs duties of a receptionist, greets visitors, assisting visitors with filling out applications and filing for tax clearances. This position will also do all paperwork for background and drug screenings for all potential employees. Will monitor and track all Position Management and Performance Reviews and Position Descriptions.

Job Description: The incumbent inputs applicant and employee data into KDADS’ Web Apps for security clearance. Once KDADS’ central office receives information on the applicant/employee’s security clearance determination the incumbent generates a notification letter from Web Apps to inform the applicant/employee of his/her of their security status. If there is evidence of criminal history the incumbent notifies OSH HR Manager and Superintendent so they can decide on the applicant/employee. When fingerprints are needed, the incumbent will fill out the necessary paperwork and take the fingerprints. The incumbent is the primary Human Resources (HR) point of contact for OSH staff and visitors. The incumbent sits by the HR office window to welcome staff and visitors back into HR’s workspace. It is this position’s task to make OSH and Human Resources seem welcoming, friendly, customer service oriented, and informative. The incumbent provides employees and visitors clear, concise, and accurate information to their questions. In addition, this position assists staff and visitors with filling out HR paperwork and applications/ tax clearance. The incumbent may give directions, connect parties via email, phone, or in person, or take and deliver messages for OSH and HR. In addition, during HR meetings this position acts as note taker and information gatherer. Develops and maintains tracking and notification list of PDs due.  Sends PD Due notifications routinely to supervisors.  Reviews for completeness and accuracy, comparing it to Classification Specifications and OSH policies.  Provides formal and informal training on creating PDs.  Provides feedback, working with supervisors regarding any inaccuracies. Reviews Personnel Action Requests (PARs) for accuracy.  Cross references information with Position Descriptions, PRFs, Supervisory Status, Supervisor Assignment and Organizational Chart to ensure accurate and up-to-date documentation and data.  Attends HR meetings, provide HR data per ad hoc requests to superintendent, community, etc. Develops and maintains tracking and notification list of PRFs due for Annual, Probationary and Special PRFs.  Sends PRF due notifications routinely to supervisors.  Reviews for completeness and accuracy.  Enters PRF into SHaRP.  Provides formal and informal training on the PRF system.  Obtains clarification and provides feedback; working with supervisor and employees regarding inaccuracies.  Provides statistics as requested regarding the number of evaluations completed, timeliness, ratings given, etc. Central office of concerns within the agency that may require KDADS’ central office direct involvement. This Incumbent will order all supplies for OSH HR. Gather and delivers mail. Enters all new employees into HR Helper, updates HR Helper with employee information. Maintains all Licensures for staff, prints out monthly licenses due to expire and tracks them on renewals. Will conduct all exit interviews with departing employees to gather input and feedback regarding personnel and program issues. Helps recruiter, when needed to call for references. This incumbent will maintain the Organizational Chart for OSH, maintain all moves within the organization, add all new employees, terminate all employees leaving.

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

Must be granted security clearance from the Kansas Bureau of Investigation.

Preferred Criteria: Experience in HR.  

The application process has 4 STEPS.

Include your name and job requisition number on all correspondence when submitting documents to the designated recruiter.

Your application will be considered incomplete and you may be found ineligible if you fail to submit the required documentation by the closing date of the vacancy announcement.

Required Documents:


Recruiter Contact Information:      &nb

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

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