Administrative Specialist (KORA requests)-220837

Salary: $17.79-18.68/hr
Health insurance and the accrual of vacation and sick leave begin immediately.
KPERS 457 retirement

Location: Topeka/Shawnee County

Position Description:

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 fulfil the request into that RMS for that specific case file.

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 fulfil the request into the RMS for that specific case file.

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.

Qualifications:

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.

Requirements:

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: 220837

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.