Administrative Specialist – 212172

This position is with Troop T – aircraft unit

Position Summary: Incumbent is the troop timekeeper, a position directly affecting the pay of troop employees. Incumbent collects HP-136 overtime reports and verifies them to employee time entry through the SHArP payroll system. This necessitates communicating with the Lieutenants and Captain to make decisions regarding shift differential and overtime pay eligibility. Advises employees and supervisors of necessary corrections and makes corrections, as deadline necessitate. The documentation of these entries require signatures of employee and supervisor maintained at headquarters and troop level. Maintains all payroll files.  Communications with employees at all levels within the troop and GHQ personnel section to collect, clarify and resolve SHArP issues in an efficient and equitable manner.

Collects and processes Troop procurement card receipts and statements with little or no supervision.  Works closely with Troop employees to ensure guidelines are met and complete information is provided.  Verify charges in SMART in an efficient and timely manner, working with Accounting Personnel to resolve discrepancies that occur.

Schedules the Executive Aircraft for the Governor’s Office and other State agencies. Enter daily flight logs from the Executive aircraft and send accounting information for the billing records of the Governor’s Executive Plane.  Maintains records and documents related to the Executive Aircraft and assists with KORA requests.

Processes purchase requests and receives invoices and forwards necessary documents to Headquarters for payment and processing. Place and track supply orders and update SMART records on status of shipments.  Assist Accounting staff to resolve billing discrepancies with vendors. Prepares travel detail expenditures for the Troop T personnel. Interact and work with aircraft mechanics and contract and non-contract vendors to get parts and supplies the Air Support Unit requires.

Handles incoming and outgoing correspondence. Answers routine public correspondence and drafts letters and memos as required by the Operations Commander or other Troop personnel.  Answers questions from the public. Screens calls for referral to proper person.  Assist visitors with questions and/or directions.

Ensure that personnel have access to all relevant employment data, insurance information and payroll options; handle all employee inquiries on benefits, and other related situations. Maintain filing systems for required files.

Assists in determining supply needs and entering orders in the KHP Inventory Management system. Receives the supply order and ensures all ordered items are received and in acceptable condition.

Completes special projects and performs other duties as assigned including but not limited to ensuring the agency is adequately staffed during and immediately following natural and/or manmade disasters, infectious disease outbreaks, and/or acts of terrorism. Assist other employees in the work unit in accomplishing assignments as necessary.

Education: High School Diploma or GED equivalent.
Licensing & Certification: Valid Kansas Driver’s License.
Notary for the State of Kansas
Preferred Qualifications: Training in Microsoft Office, Teams software programs, general office practices and English grammar.

Post-Offer, Pre-employment Requirements: Must submit to and pass a thorough background check including fingerprints. Ability to lift up to 30 lbs, sit, walk, stand, repeatedly bend, stretch, twist, stoop or reach out with body, arms and/or legs.

See Position Description and Apply Online:

• You will need position number: 212172

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

212172

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

Hourly Pay Range: $15.03– $ 16.16

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.