Administrative Officer – 222389

This position is with the Motor Carrier Safety Assistance Program (MCSAP), Troop I

Salary: $22.96/hr
Health insurance and the accrual of vacation and sick leave begin immediately.
KPERS 457 retirement

Location: Topeka/Shawnee County

Position Description:

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 purchases are for specific grant capital outlays nearing a half of a million dollars.

Qualifications:

Education: High School Diploma or GED equivalent.

Licensing & Certification: Valid Driver’s License.

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.

Minimum Requirements:

Four years 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 bend, lift lightweight materials, up to 40 lbs., stoop and sit for long periods of time.

See Position Description and Apply Online:

• You will need position number: 222389

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.