Administrative Assistant

About The Position

Who can apply: Anyone (External).

Classified/Unclassified Service: Unclassified

Full-Time/Part-Time: Full-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

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 requests are received in the office.

Tests and troubleshoots upgrades or fixes to the electronic registration system and reports any issues into a specialized program and tracks that issue to completion.

Adds or updates the Procedure Manual with any processes that have changed or are missing.

Provides 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 establishing 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 sets 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 Questions

Recruiter Contact Information

Name: Kyle Sanders

Email: kyle.sanders@ks.gov

Mailing Address: 1000 SW Jackson St. Suite 580