Administrative Specialist-222485

This position is within the Records Department.

Salary: $17.56 – $17.97/hr
Health insurance and the accrual of vacation and sick leave begin immediately.
KPERS 457 retirement

Location: Topeka/Shawnee County

Position Description:

Responsible for reproducing this agency’s evidential audio/video footage of traffic stops, arrest or accident footage from approximately 500 officer in-car and/or jail DVDs. Reproduces the DVDs or exports digital links in order to fill requests received from the general public, attorney’s, courts, insurance companies, outside law enforcement agencies, KHP personnel etc. Prior to reproducing the footage, reviews the DVDs or digital video in the cloud to either locate the desired footage or to ensure the correct footage has been indicated by the arresting officer on the HP 166. If the video is a DVD, reproduces original footage from DVD’s onto digital media utilizing computers, DVD burner software, televisions and DVD players. If the footage is in the digital cloud, it’s tagged with a case number so it can be exported to the requester. Facilitates accurate reproduction by maintaining a high degree of concentration throughout the reproduction process. Reviews and compares the content of selected footage to ensure it is consistent with the case data and reports written by the investigating officer. Analyzes problems that arise with video requests and implements a solution. Ensures that each step of processing and completing a video request is completed accurately. Processes video requests timely in order to meet court ordered deadlines, scheduled trial and administrative hearing dates. Completes required paperwork for each DVD/VHS or digital link that is reproduced or exported. Completes the final notations on the HP-166 form. If a disc is being mailed, uses the computer/Dymo to prepare the address mailing labels and creates the DVD label with all related case data using CD/DVD labeling software and drafts final letter. If a digital link is being sent, drafts final letter and attaches it to case created in the evidence library so it’s exported with the footage.  Detects discrepancies in the information entered into Global Justice Records Management System (RMS) and on video related forms provided by officers. Makes appropriate corrections to the forms and advises supervisor of appropriate changes to be made in the (RMS). Packages the video media and photocopies of video related materials into padded mailers for mailing for distribution to the field officers. Obtains and maintains a working knowledge of Global Justice and how to navigate through the RMS in order to locate case related data and their related incident/arrest/accident reports. Responsible for accessing the video Excel spreadsheet daily and updating it with the date the video(s) were mailed and any pertinent video notations. Processes all video and photo requests. When a request is received, utilizes the RMS, researches which troopers were involved with an incident. Reaches out to the field to inquire about any video or photos that may be available for that incident. Tracks responses and follows up with troopers when necessary to receive a response. When the video or photos are received in the records department, matches up the video or photos with the original request, determines what copies need to be made and packages the request for the video or photos. Process sub requests from our GovQA system when Kansas Open Records Act (KORA) team needs videos or photos added to their requests then the digital media team will add that to the KORA teams requests and send it back to them once it is complete. Maintains the current and previous years of completed video files. Files a copy of all completed video documents with the 230.7 file extension as prescribed by established procedure.

General Photo Requests: Thoroughly reviews requests to determine which photos are being requested. Works closely with the Records Manager to determine the disclosure of records per department/agency policy and guidelines, rules of discovery and according to KORA regulations. Prepares and forwards a cost letter to requester, when applicable. Upon receipt of the applicable advance payment, compiles photos, generates a receipt for payment, prepares final letter and forwards to requester. If advance payment is not applicable, complies photos, prepares final letter and mail to requester. Prepares a packet of all correspondence, notes, ect. Scans all documents required to fulfill the request into the RMS for that specific case file.

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.

Minimum Requirements:

Two 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 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: 222485

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.