Important Recruitment Information for this vacancy
Job Posting closes: Open Until Filled
Required documents (as listed in Qualifications and Required Documents sections) must be uploaded by close date. Incomplete applications may not be considered.
Agency Information
Kansas Department for Children and Families | www.dcf.ks.gov
Economic and Employment Services
Southeast Region / Columbus Service Center
About the Position
Who can apply: External
Classified/Unclassified Service: Unclassified
Full-Time/Part-Time: Full Time
Regular/Temporary: Regular
Work Schedule: Monday-Friday
Eligible to Receive Benefits: Yes
Veterans' Preference Eligible: Yes
Compensation: $15.91 Hourly; $33,092.80 Annually
Employment Benefits
In addition to the starting salary, the State of Kansas offers a significant benefits package that is available the first day of employment. All benefits eligible, full-time employees may elect to enroll in:
Health Insurance including medical, dental, vision (plus optional partner/dependent coverage at reduced cost)
Creation of and contribution to your personal KPERS defined Retirement benefit
9-10 paid, annual holidays
12 paid, annual vacation days
12 paid, annual sick days
1 paid Discretionary Day
Your personal life insurance policy equal to 150% of your starting salary
- This benefits package represents additional annual compensation.
Visit the Employee Benefits page for more information.
Position Summary & Responsibilities
The Kansas Department for Children and Families is hiring innovators and leaders. If you believe people have the capacity to progress, succeed, grow, and do well in life, you can discover your purpose here! Find more than just a job with DCF. You can be part of the growth and opportunity for our team to help serve the individuals and families in your community. Thrive With Us and find your career and purpose!
Primary receptionist, fee fund clerk, and supply manager for all departments in the Columbus Service Center; handles all incoming and outgoing mail and postage machine for the office; handles incoming phone calls and faxes for all staff; monitors secure building entry; also provides back-up support to the Topeka EES unit and manages incoming LIEAP mail for LIEAP season. For a more detailed list of position responsibilities please refer to the full position description.
View the full position description:
Qualifications
Minimum Qualifications: *If a driver’s license is required, a copy must be sent to your recruiter following the interview.* Education – General; High school diploma or equivalent; Ability to communicate effectively verbally, as well as in writing is required.
Preferred Qualifications: Six months experience in general office, clerical or administrative support work. Education may be substituted for experience as determined relevant by the agency.
Post-Offer, Pre-employment Requirements:
Security Clearance: A background check (KBI - criminal background, welfare fraud, driver's license and Child/Adult Abuse and Neglect Central Registry) is required for all positions with the Department for Children and Families (DCF) as a condition of employment, which may include fingerprinting and FBI check. Security clearance must be obtained prior to employment with DCF. Must maintain security clearance throughout employment.
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
Please reference Job ID Number: 222481
Job Application Process
First Sign in or register as a New User.
Complete or update your contact information on the Careers> My Contact Information page. *This information is included on all your job applications.
Upload required documents listed below for the Careers> My Job Applications page. *This information is included on all your job applications.
Start your draft job application, upload other required documents, and Submit when it is complete.
Manage your draft and submitted applications on the Careers> My Job Applications page.
Check your email and My Job Notifications for written communications from the Recruiter.
Email – sent to the Preferred email on the My Contact Information page
Notifications – view the Careers> My Job Notifications page
Helpful Resources at jobs.ks.gov: “How to Apply for a Job – Instructions” and “How to Search for a Job – Instructions"
Required Documents* for this Application to be Complete
Upload these on the Careers - My Job Applications page
State of Kansas online application
Resume
Cover letter
Legible copy of valid driver’s license (if driver’s license is required)
Transcripts** (if educational requirements are listed for this position)
**If degree is a requirement listed, transcript must show proof of graduation or degree obtained.
DD214 (if you are claiming Veteran’s Preference)
- Required documents must be uploaded by close date. Incomplete applications may not be considered.
Helpful Resources at jobs.ks.gov: “How, What, & Where do I Upload Documents”.
How to Claim Veterans Preference
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 minimum competency factors of the position. 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.
Learn more about claiming Veteran’s Preference
How to Claim Disability Hiring Preference
Applicants that have physical, cognitive and/or mental disabilities may claim an employment preference when applying for positions. If they are qualified to meet the performance standards of the position, with or without a reasonable accommodation, they will receive an interview for the position. The preference does not guarantee an applicant the job, as positions are filled with the best qualified candidate as determined by the hiring manager.
Learn more about claiming Disability Hiring Preference
PLEASE NOTE: The documentation verifying a person's eligibility for use of this preference should not be sent along with other application materials to the hiring agency but should be sent directly to OPS. These documents should be sent either by fax to (785) 296-7712, scanned and emailed to [email protected], or can be mailed/delivered in person to:
ATTN: Disability Hiring Preference Coordinator
Office of Personnel Services
Landon State Office Building
900 SW Jackson, Rm 401
Topeka, KS 66612
Equal Employment Opportunity
The State of Kansas is an Equal Opportunity Employer. All qualified persons will be considered for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, political affiliation, disability or any other factor unrelated to the essential functions of the job.
If you wish to identify yourself as a qualified person with a disability under the Americans with Disabilities Act and would like to request an accommodation, please address the request to the agency recruiter.
E-Verify: DCF participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S.
Full Position Description:
No. Each Task and Indicate Percent of Time
The person in this position has access to protected health information (PHI) under the provisions of the Heath Information Portability Act of 1996 (HIPPA) Privacy Rule. PHI must be treated in accordance with the provisions of the HIPAA Privacy Regulation including the requirements for safeguarding, releasing and recording the release of such information. The person will receive training in the provision of the HIPAA Privacy Regulations as they relate to the duties of this position and has signed a confidentiality agreement.
In addition to the tasks listed below, the incumbent is expected to communicate the Mission, Vision and Guiding Principles of the agency to peers, clients and the public; identify personal strengths and developmental needs to increase job performance and long-term career growth. Continually analyze work processes, seek new approaches and make recommendations to enhance efficiency and effectiveness of the agency. Works in a harmonious and cooperative fashion with other staff to provide efficient and effective customer service. Uses free time as available to assist other staff in the completion of work assignments. Contributes to a positive work environment through a positive, helpful, courteous demeanor towards staff, clients, and the general public. Adheres to appropriate standards of conduct regarding the use of leave and reports to work on time.
1) 40%
2) 30%
3) 20%
4) 10%
Economic and Employment Services (EES) Support: Provides clerical support to the EES program. Processes incoming EES mail, fax, email and drop off information using Business Process Management guidelines and the KEES User Manual. This includes: opening, screening, following process for unsigned forms, date stamping, sorting by document type, researching in agency computer systems, matching to case, imaging to the correct case in Image Now using a scanner or other multifunctional scanning device, imaging emails using the IN Print functionality, entering data on the appropriate tracker system based on the document type, and paper retention management. Applications and other documents may also require cross-matching of names, social security numbers and addresses on multiple systems, and registration in KEES. Prints and distributes reports as directed. Communicates with customers, employers and providers by telephone and in person to disseminate or receive information needed to for program eligibility determinations or in response to customer requests for information (e.g. answers general program questions, receives change information and requests appropriate verifications, re-generates NOA’s for consumer, completes assistance verification forms received from other agencies/community partners, copies and mails/faxes information to KanCare, Child Support, LIEAP, etc.). Uses the EBT system to assist customers needing to access benefits, set password, or entering alternate payee information per state and local policies. Attends unit meetings and required trainings.
Phone: Answers and dispatches incoming calls for the service center using knowledge of the phone system and DCF Service Center Programs to ensure that all calls are handled promptly. Uses paging, translation services and takes messages when needed. Enters EES messages onto the phone tracker, both from live calls and from retrieved messages. Performs telephone support and customer service with guidance from the Business Process Management scripts and manual. Incumbent must be able to assist customers via phone with the application process, answering general questions regarding agency programs, policies and procedures. Additional phone tasks may include, but are not limited to: assisting customers in connecting to language line and utilizing special communication equipment (TDD), obtaining reasonable accommodations when appropriate, and acquiring the necessary services needed.
Reception: Provides back up reception coverage as needed. Greets all DCF customers in a professional manner, referencing the BPM scripts and treating each person with dignity and respect. Identifies need for and accesses translation services and assistive technology to communicate with clients in lobby. Protects confidentiality. Provides a high level of customer service to meet the needs of various customer groups using knowledge of program processes and community resources. Facilitates communication between customers and professional staff by identifying the purpose of phone and in-person contacts, making appropriate referrals to agency staff and/or community resources, and taking detailed messages in order to ensure effective and timely communication. Uses Lobby Tracker for EES clients following BPM processes. Monitors secure entrance using agency safety protocols. Reports problems with lobby equipment to IT.
Other Duties-As Requested:
Receives and timely distributes mail and faxes for other departments as directed. Maintains local supply inventory and submits orders timely, ensures accurate fiscal management through receipting and submitting of paperwork timely, processes outgoing mail and manages postage equipment and supplies, and may provide notary services for the office. The tasks listed are examples of other duties and not all inclusive.
Some duties listed above may be assigned to other office HSA’s as determined appropriate by the Management Team.
All duties are reviewed for compliance and accuracy by Unit Supervisor, as dictated by Personnel Services Policies.
