Sr. Administrative Assistant-222009

Process Reports

Process crash, DUI, investigative and other reports in a timely manner. Utilize the agency Records Management System (RMS) to document case activity including emails, notes, comments etc.

Process Daily Mail

Collect, process and distribute daily Records Division mail. This includes tracking of payments, and case-related documents.

Receptionist

Greet and assist the public and agency personnel at the customer service window. Fulfil records requests and collect fees.

Salary: $16.32 – $17.56/hr
Health insurance and the accrual of vacation and sick leave begin immediately.
KPERS 457 retirement

Location: Topeka/Shawnee County

Position Description:

Approves Kansas Highway Patrol (KHP) electronic DUI arrest, General arrest, investigation, KDOT reports and HP166 forms by accessing and navigating through electronic records management software programs; Kansas Law Enforcement Reporting system (KLER), Global Justice RMS (Records Management System).  These database systems are linked together and interact to form a comprehensive information management system that is specifically designed for the collection and dissemination of law enforcement data.

Receives numerous KLER wrappers from the Law Enforcement Officers (LEO) via the workflow system on a daily basis.  Opens each of the wrappers and processes the various documents contained within each wrapper.  Completes processing in a timely manner to comply with reporting statutes.  Approves and submits the report into the RMS and permanently transfers all e-mails, notes, comments, etc. regarding a case into the notes section of the RMS.
Effectively navigate through the RMS program modules and using a variety of methods to search for information, data, and documents regarding KHP arrest, accident, and investigation reports stored within the RMS.  Based on authority, approves and marks reports for online sales as necessary.
Responsible for the daily processing of Records Division mail.  This will include delivery of Records Division mail to General Headquarters (GHQ) and the pickup of Records mail from GHQ.  Opens and date stamps mail.  Checks all monies received into the receipt system and assigns validation numbers to each check or money order. Logs miscellaneous received documents, cd’s etc.  into the RMS addendums to note that they have been received.  Distributes all mail to the Supervisor.

Utilizes ScanSnap for scanning to convert numerous supplemental documents to electronic forms for filing into RMS. Prior to scanning, labels with the associated case number.  Opens each document page, reviews for completeness, and assigns a “Type of Form,” “Document Name,” “Date of Form,” and the corresponding “Case Number” so the system will know where to appropriately file the document within the RMS. Uploads all scanned data into the RMS. Verifies all paper copies of the supplemental documents prior to shredding.

Serves as receptionist for the Records Department by greeting the public and agency personnel at the service window.   Assists walk-in customers by reviewing their requests and locating the report/documents in the RMS and print copies. Collects appropriate amount of money for report and media.  Accesses the Report Receipt software & enter case specific information, requester name, type of records requested and payment information etc. into the system.  Provides a receipt for their payment along with the requested records.

Qualifications:

Education: High School Diploma or GED equivalent.

Licensing & Certification: Valid Driver’s License.

Preferred Qualifications: Knowledge of the Kansas Open Records Act (KORA) laws and confidentiality laws and policies applicable to agency records.
Proficiency with windows-based software, particularly Excel and Microsoft word.

Requirements:

Minimum Requirements: One year of experience in general office, clerical, and administrative support work.

Post offer, Pre-employment Requirements:

Must submit to and pass a thorough background check including fingerprints. Ability to lift 40 lbs to lift and move lightweight office materials and other objects, bend, stoop, and sit for long periods of time.

See Position Description and Apply Online:

  • You will need position number: 222009
For position specific questions please contact Rebecca Hulsopple email at, Rebecca.Hulsopple@KS.GOV or, by phone at, 785-296-0055
To request a position description contact KHP.Career@ks.gov

You may also find this job posting on the State of Kansas Careers Portal and search by position ID or job title.

Notice:

Persons applying for positions with KHP will be subject to background investigation, fingerprints, and/or drug screening.

In accordance with Executive Order No. 19-02 issued and signed by Governor Laura Kelly on January 15, 2019, and all other relevant federal and state statutes, the Kansas Highway Patrol subscribes to the concept of equal employment opportunity. Read our complete statement.

To apply for this job please visit jobs.sok.ks.gov.