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
Northwest Region / Manhattan 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. Salary may be dependent upon the candidate’s qualifications and experience.
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!
Processes incoming EES-related documents, including faxes and mail. This involves imaging documents into the electronic file system, accurately matching documents to the correct electronic case file, and entering information on the appropriate tracker system. Retains physical documents and destroys them after a specified period of time. Front Desk coverage will be required to provide adequate access to agency services. Performs receptionist duties for the office. Determines the client’s needs and refers to appropriate person for assistance or takes the necessary information to make an appropriate referral for the customer. Collects, opens, date stamps, sorts, and distributes all incoming mail on a timely basis so that case actions and daily work flow proceeds in an efficient manner. Gathers and delivers mail from the general point of mail collection in the office as per general office procedure. Prepares outgoing mail to meet mail schedule.
View the full position description:
Qualifications
Minimum Qualifications: *If a driver’s license is required, a copy must be uploaded with your application.* Valid Driver’s license.
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: 221545
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.
[HC1] Full Position Description:
No. Each Task and Indicate Percent of Time
The person in this positon 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.
Professional Attitude: While performing the tasks listed below, please remember that you are a representative of the Department for Children and Families, and you are expected to:
Demonstrate a willingness to help. Remember that your customer is anyone needing or asking for your assistance. For example, this could be other agency employees, community partners, landlords, state and community partners, and individuals and families seeking services from the agency;
Demonstrate an attitude of respect (i.e. be attentive to the customer, communicate in a polite and professional tone of voice, meet with the customer, or return phone calls or emails within a reasonable period of time – as defined by your supervisor or program policy, process requests for service as quickly as possible);
Encourage individuals to identify and fulfill their own responsibilities;
Practice personal self-discipline and maintain ethical and professional behavior in times of frustration with difficult customers;
Maintain confidentiality of agency information at all times. Release information only to those who have an identified and legitimate business related need to know.
Provide information and service to those seeking your assistance. If you are unable to directly provide that service or information, you should offer to connect them with someone who can assist or advise them. Failure to demonstrate a professional attitude will directly reflect on the organization, the quality of service you provide, and will be considered unacceptable for any employee of the West Region DCF.
Business Process Management (BPM):
Supports the BPM process by receiving initial Economic and Employment Support (EES) applications; screens and registers applications, which involves inquiry of customer information in agency computer systems, saving existing or creating new customer information and case number information as necessary. This process includes data entry and cross-matching names, social security numbers and addresses.
Processes incoming EES-related documents, including faxes and mail. This involves imaging documents into the electronic file system, accurately matching documents to the correct electronic case file, and entering information on the appropriate tracker system. Retains physical documents and destroys them after a specified period of time.
Prints and distributes reports as directed.
Uses the Electronic Benefit Transfer (EBT) system to assist customers needing to access benefits, set password, or entering alternate payee information per state and local policies.
Assists with file maintenance, identifying and destroying old files and materials according to agency policy in compliance with HIPPA regulations.
Attends unit meetings/huddles, taking and distributing notes from those meetings as requested. Identifies, extracts, and applies information received from attendance in training, conferences, supervisor, unit, and regional meetings, etc. for daily use, to upgrade skills and to stay abreast of current program information.
Greets clients at the front desk and answers phone in a friendly, courteous, and professional manner. Uses appropriate scripts to discern reason for client’s call/visit. For BPM walk-in clients, enters appropriate information onto the lobby tracker and informs client of the next step. Answers and transfers telephone calls using multiline telephone system. Enters BPM client information onto the non-lobby tracker for return phone call as appropriate. Retrieves voice mail from BPM mail boxes as directed.
Provides a high level of customer service to customers to assist in the provision of efficient and effective agency services to meet the needs of various customer groups. Tasks may include, but are not limited to, assisting customers in connecting to language line and utilizing special communication equipment (ex: Telecommunications Device for the Deaf (TDD)), obtain reasonable accommodations where appropriate, and acquire the necessary services they need.
Maintains strict confidentiality.
Cross-Program/Agency Support:
Front Desk coverage will be required to provide adequate access to agency services. Performs receptionist duties for the office. Determines the client’s needs and refers to appropriate person for assistance or takes the necessary information to make an appropriate referral for the customer. This is done through maintaining knowledge concerning all DCF programs in order to enable any person contacting this agency to receive an appropriate referral. Searches computer systems by using the inquiry process to access client case information to answer questions related to benefits and case status. Procures, updates, and disseminates information about local community resources to the client when agency resources are not available to or cannot meet the need of the client. This can be accomplished verbally, in writing, or by completing local referral forms provided by other helping agencies.
Monitors the general security of the office by being observant to any situation that may involve a hostile or angry client. Determines the level of urgency, seeks guidance from a supervisor, or phones the police department for assistance as situation warrants provide a safe environment for staff and other clients.
Keeps office supplies and forms available by monitoring their inventory levels. Requests reorders as needed before supplies/forms are depleted by completing the necessary formal request forms and obtaining appropriate approvals for local purchasing. Puts away supplies when received to prevent shortages in order that adequate supplies are available for staff use. Maintains lobby area.
Collects, opens, date stamps, sorts, and distributes all incoming mail on a timely basis so that case actions and daily work flow proceeds in an efficient manner. Gathers and delivers mail from the general point of mail collection in the office as per general office procedure. Prepares outgoing mail to meet mail schedule. Applies postage using an electronic postage meter. Receives payments, compiles necessary information and enters data on systems to process payments for various DCF programs. Secures negotiable items under lock and key as office procedure dictates to prevent the possibility of theft or loss.
Certifies signatures of staff or clients on various documents that may be used by the agency or court that require a Notary Public to notarize. This will be accomplished by viewing the actual signatures of the party(s) involved and then placing the notary stamp on the document, initialing and dating it.
Registers clients to vote to meet state statutory requirements. Accomplishes this by using designated forms and forwards all necessary paperwork and reports to the County Clerk’s Office.
Monitors state cars for operation conditions and schedules routine maintenance and repairs as needed in support of Operations staff. Refers maintenance requests or problems to the Service Center Manager or General Maintenance and Repair Technician (GMRT) so that vehicles are maintained in a safe drive able condition. Prepares new monthly State Car Logs for vehicles by inserting vehicle number and starting mileage, and places in vehicle booklet on the 1st day of the new month. Removes previous month log, credit card charge tickets and any maintenance invoices for maintenance completed on car within the previous month and sends to the GMRT so that travel and vehicle reports can be prepared in order to predict travel costs and retain travel documentation. Updates state car mileage and maintenance spreadsheets. Drive a state to provide office coverage, training or take a State car for routine maintenance as assigned.
Other:
Other duties as assigned by Supervisor, Program Administrator or Facility Manager. All above assignments are reviewed randomly by the supervisor and through quality assurance reviews for conformance and accuracy.
