Senior Administratv Specialist

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

Responsibilities

Purchasing:

• Handles purchasing of goods for the Bureau under the direction of the Administrative Section Director.
• Maintains knowledge of current KDHE/State Purchasing Guidelines, adheres to them and communicates changes to Supervisor, Deputy Bureau Director, and Bureau Director.
• Works closely with program staff to understand their purchasing needs and helps them understand the process.
• Obtains estimates from various vendors.
• Creates purchase orders and estimate sheets, being sure to use correct information.
• Purchase orders must be done in a timely manner and done with careful attention to detail.
• Maintains documentation related to all purchases, purchase orders, invoices, and vouchers and stores in an organized manner.
• Is responsible for completing Staples orders for the bureau.
• This involves gathering information from program staff, performing inventory checks, maintaining documentation of items needed, gathering funding information, communicating with purchasing staff and completing necessary paperwork to obtain a PO, monitoring order status, and distributing order items when order is received.
• Prepares a variety of technical materials pertaining to grant applications, contracts, vouchers, requisitions, and other documents associated with the Bureau.
• Prepares and maintains various records on office activities such as Wright Express, K-Tag, Mifi, tablecloths, etc. and keeps information current and accurate.
• Prepares and maintains records on purchase orders, invoices, vouchers, etc.

Program Support:

• Provides assistance to the Cancer Program and the Substance Use Disorder Program, assisting the program's staff with a variety of needs.
• Reserves meeting rooms for various meetings/conferences.
• Sets up Teams and/or Zoom calls.
• Takes minutes at program meetings and types them up, then distributes them within 2 days.
• Enters data in spreadsheets, proofreads, follows up on pending matters without being asked, and keeps documents filed accurately.
• Aids program staff with data entry for various programs. This data entry is essential in order to comply with CDC grant requirements.
• Provides assistance to the programs in other ways as requested and as time allows.

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: Two years of experience in general office, clerical and administrative support work. Education may be substituted for experience as determined relevant by the agency.
• Preferred Qualifications: Bachelor’s degree in business, office education, or a public health related field
• Word, Excel, PowerPoint, Access
• Proofreading, editing, attention to detail
• Ability to communicate effectively orally and in writing
• Ability to relate to a variety of people
• Knowledge of chronic disease prevention issues
• Knowledge of corporate wellness and disease management or related fields
• Demonstrated ability to prepare grant proposals, reports and other written documents
• Experience developing documents and presentations for professionals in the work place