Administrative Assistant

About the Position

This is a full-time, unclassified position with a Monday-Friday, 8am-5pm schedule (flexible schedules available). Benefits-eligible. Veterans' preference eligible.

Position Summary

• 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; report issues into a specialized program and track to completion
• Add and/or update the Procedure Manual with changed or missing processes
• Provide assistance to Registration, Amendments, Field Staff, and Data Management Units by:
  • Opening and distributing daily mail
  • Reviewing and accepting birth and death certificates
  • Establishing new legal birth certificates when documents meet state statute and regulation requirements
• Read, interpret, and enter data from multiple sources into the database
• File certificates and documentation in vault drawers daily in numerical order
• Obtain reports to check total electronic filed divorces and marriages against hard copy certificates received to ensure all numbers are accounted for

Responsibilities

• Follow office guidelines and set schedules for on-site storage of original records
• Assure records are in exact historical order
• Review every record to ensure they are accounted for and in exact numerical order before sending records off-site
• Serve as the last person to have access to original records being sent to off-site storage
• Keep detailed electronic and paper listing of all original and amended records scanned onto the optical disk system and sent off-site

Requirements

• High School diploma or GED
• Valid Driver's License (required when operating a state, private, or rental vehicle for the benefit of the State)
• Six months of experience in general office, clerical, or administrative support work

Preferred Qualifications

• Proficiency with Word, Excel, PowerPoint, Access
• Proofreading, editing, and attention to detail
• Typing and alpha/numeric data entry skills
• Strong interpersonal and communication skills
• Ability to work independently
• Experience with confidential information
• Six months of experience at an advanced level in support/clerical work

Pay

Hourly pay range: $17.78. Salary can vary depending upon education, experience, or qualifications.

Benefits

• Comprehensive medical, mental, dental, vision, and additional coverage
• Sick and 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