Administrative Officer
Job Opening ID #: 222389 Location: Topeka / Shawnee County
Job Posting Closes: Open Until Filled
Kansas Highway Patrol www.KHPJobs.org
About the Position:
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Who can apply: Anyone (External)
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Classified/Unclassified Service: Unclassified
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Full/Part-time: Full-Time
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Work Schedule: 7:30a – 4:00p
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Eligible to Receive Benefits: Yes
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Veteran’s Preference Eligible: Yes
Compensation:
Employment Benefits:
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Comprehensive medical, mental, dental, vision, and additional coverage
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Sick & Vacation leave
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Work-Life Balance programs: parental leave, military leave, jury leave, funeral leave
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Paid State Holidays (designated by the Governor annually)
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Fitness Centers in select locations
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Employee discounts with the STAR Program
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Retirement and deferred compensation programs
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Kansas Highway Patrol has both KPERS and KP&F eligible positions. If you have retired, you will have a waiting period before you can go back to work for a KPERS/ KP&F employer.
Visit the Employee Benefits page for more information…
Position Summary & Responsibilities:
Position Summary: Administrative Officer will have a thorough knowledge of the organization structure. Responsible for liaison with federal agencies, public relations assignments, including contact with the public, and other agency officials. Primary public contact for Troop I.
Interprets statutes, regulations policies and procedures. Explains operations, policy and procedure, federal regulations and state law and regulations to the public. Relay and explain policy or program decisions to the general public, other agencies, public officials. Primary information resource to the public and other officials for major Troop I programs including TOPS, Civil Assessment, SafetyNet, DataQ's, and special enforcements including the National Brake Checks, National Roadcheck, 420 lanes, National Hazardous Materials lane. Primary call taker for the New Entrant Program ensuring proper carrier timelines are met for contact with state lead agencies.
Prepares documents requiring the use of advanced software features while integrating spreadsheets, queries, charts and graphics. The incumbent will monitor time and match reporting requirements for all Patrol Troops, and inspectors who work the TOPS grant. Will initially ensure all grants are appropriately matched on both the employees time sheet, and our internal tracking grant spreadsheets containing multiple grant reporting requirements, which data is used by the Troop I PSA Program Manager to ensure the overall grant contractual requirements are met and the Federal Code of Regulations for MCSAP expenditures are in compliance. Provide high level office correspondence for reports, and submission to federal agencies on grant applications. Assists PSA by perform a variety of administrative tasks that involve important details, and does so independently.
Prepare accounting functions such as statements and reports, research and resolve discrepancies, maintain ledgers, reconcile statements with transactions and records. Maintain fiscal records. Monitor correct time sheets for management of the grants, specifically eligible activities, enter time and activity, visa statements ensuring they meet eligible activities. Review purchases, vouchers and other financial documents. Prepares financial reports, enters and reviews purchases, vouchers. Enter travel and purchase orders ensuring compliance with multiple federal grants and state revenue sources. Some of these purchase are for specific grant capital outlays nearing a half of a million dollars.
For a full position description email request to [email protected] , please include the Job ID #.
Qualifications:
Education: High School Diploma or GED equivalent.
Licensing & Certification: Valid Driver’s License.
Minimum Requirements: Four years of experience in general office, clerical and administrative support work.
Preferred Qualifications: Bachelor's degree
Establish effective working relationships, effective communication, verbal and written. Proficiency with computer software. Ability to listen, comprehend and respond to fellow employees and the general public via telephone, email, or in person. Data entry, multi-tasking, attention to detail, proofreading abilities.
Well developed, clear, concise, effective communication skills are a necessary requirement.
Post-Offer, Pre-employment Requirements: Must submit to and pass a thorough background check including fingerprints. Ability to bend, lift lightweight materials, up to 40 lbs., stoop and sit for long periods of time.
Persons applying for positions with KHP will be subject to background investigation, fingerprints, and/or drug screening.
Recruiter Contact Information:
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
Upload these on the Attachments step in your Job Application
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Resume
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Cover Letter (Optional)
Helpful Resources at jobs.ks.gov: “How, What, & Where do I Upload Documents”
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
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 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 scanned and emailed to [email protected] , or can be mailed/delivered in person to:
ATTN: Disability Hiring Preference Coordinator
Office of Personnel Services
Docking State Office Building
915 SW Harrison Ave, Suite 260
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.
