Administrative Specialist – 211554

This position is within the Kansas Highway Patrol Records Department.

1. Kansas Open Records Act (KORA) Requests: Responds to KORA requests in a timely manner as set forth in the most current KORA Laws and guidelines. Consults with Records Manager and legal staff, as necessary, regarding laws, regulations and policies concerning disclosure of records. Processes KORA requests by generating and responding to requests no later than the end of the third business day following the date request was received. Thoroughly reviews requests to determine which records are requested. Searches Records Department files, coordinates with staff in other sections of the Records Department, other agency departments, Troop Field Offices and Investigating/Assisting Officers to determine the availability of records. Compiles a list of records that are subject to disclosure under KORA along with the reproduction cost and applicable staff fees. Generates a cost letter with the information and forward to requester. Upon receipt of their advance payment, compiles the records, generates a final letter, prepares a payment receipt and forwards to requester, If the request is denied, prepares a written letter citing the specific provision of law under which access is denied. Prepares a packet of all documents of response, correspondence, notes etc. to be filed. Scans all documents required to fulfill the request into that RMS for that specific case file.
2. General Records Requests: Thoroughly reviews requests to determine which records are being requested. Works closely with the program consultant and 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 records, generates a receipt for payment, prepares final letter and forwards to requester. If advance payment is not applicable, compiles records, prepares final letter and mail to requester. Prepares a packet of all correspondence, notes, etc. Scans all documents required to fulfill the request into the RMS for that specific case file.
3. Subpoena / Court Order: Thoroughly reviews Subpoena or Order to determine which records are requested. Searches Records files, coordinates with Troop Field Offices, investigating/assisting officers and other agency departments to obtain copies of the records. Works closely with Records Manager and legal staff as necessary. Generates a letter providing an itemized list of available records along with the advance reproduction and applicable staff time reproduction cost and forward to requester. Upon receipt of advance payment, compiles the records, prepares a final letter, generates a receipt for payment and forwards to requester. This must be done in a timely manner in order to comply with the court ordered 14 calendar day deadline. Prepares a packet of all documents of response, correspondence, notes etc for the Legal File. Scans all documents required to fulfill the request into the RMS for that specific case file.
4. Process CHART investigation materials. CHART investigations contain highly technical materials that are generated by specialty trained Troopers. The final CHART materials are received from field Troopers electronically and through US mail. Upon receipt, materials are compiled, organized, verified for completeness and then associated with corresponding case number. Review each document and media items to determine if criminal charges are pending and to identify information and/or photos that are not subject to disclosure pursuant to the Kansas Open Records Act (KORA). Transfer all electronic data and photos to CD(s) and label each disc with appropriate case information and file in the CD cabinet. Prepare paper reports for uploading into the Records Management System (RMS). Determine the release of each report and media item and prepare release memorandums for each CHART case. Maintain excel spreadsheet indicating the status of each CHART Investigation’s status.
5. Assists other staff in the department with accomplishing assignments as necessary. Through the use of an assigned RSA SecureID token, accesses the Driver License, registration files, and KBI Criminal History Records in order to resolve discrepancies between the report data and RMS data.
6. Assists customers at the customer service window when necessary. Drive packets of Legal Documents to the State of Kansas Central Mail facility to obtain postage and other fees for packets containing Legal Documents. After obtaining postage, drive the packet(s) to the US Post Office for mailing. Creates a file within the Records Receipt System in order to log in customer money receipts. Completes special projects and performs other duties as assigned by supervisor or other agency personnel. Purges and shreds documents and files per Kansas Records Retention Schedule.
7. Assist with answering the Records Department phone line. Answers questions and transfers calls when necessary. As assigned, regularly pulls voice messages on the Hunt Pilot system. Returns the calls and assists caller with their questions. Accurately files and refiles historical index cards, documents, CDs, photos, legal files, general files etc. per departmental procedures.

Education: High School Diploma or GED equivalent.
Licensing & Certification: Valid Driver’s License.

Preferred Qualifications: Knowledgeable of the Kansas Open Records Act (KORA) laws and confidentiality laws and policies applicable to agency records. Knowledge of KBI reporting requirements and processing KIBRS arrest/offense reports. Proficiency with windows based software, particularly Excel and Microsoft word.

Education: High School Diploma or GED equivalent.
Licensing & Certification: Valid Driver’s License.

Preferred Qualifications: Knowledgeable of the Kansas Open Records Act (KORA) laws and confidentiality laws and policies applicable to agency records. Knowledge of KBI reporting requirements and processing KIBRS arrest/offense reports. Proficiency with windows based software, particularly Excel and Microsoft word.

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: 211554

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

211554

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

Hourly pay: $16.56 plus benefits

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.