Sr. Administrative Assistant – 211935

Position Summary: Maintains records and accident reports, and other documents in order to assure ready access to these documents. Knowledge of proper records retention information and filling procedures are used. Reviews all incoming trooper’s reports, citations and dispositions to ensure accuracy of totals as well as clarity of content and the legibility. Incumbent utilizes knowledge of reporting requirements of the agency, prosecutor and courts. Assists in typing various correspondence, reports and forms in computer equipment to include a fax machine. Operates copier and calculator in order to accomplish various tasks involving this equipment. Supplies and equipment: locates information or items needed through internal or external sources.  Compiles orders; enters information into computer systems.  Issues purchase order numbers from network computer system, processes invoices when materials are delivered and completes in computer system.

Inputs data from Troopers’ and Motorist Assist Technicians’ time and activity reports into the agency computers. Inputs vehicle inspection forms into computer for tracking purposes. Maintains and updates radio log/ranking codes for Troop personnel for correct reporting of the Troop and individual activity.

Maintains inventory of items needed on a regular basis at Troop headquarters level.  Places orders for Troop headquarters, zone and district offices using network computer system and KHP Inventory Management system. Determines Troop supply needs and prepares requisitions in order to insure adequate and efficient use of agency funds and maintain adequate stocks. This is done by surveying and administering the order of the monthly expendable office and vehicles supplies. Processes and fills orders when supplies are delivered.

Provides a courteous and helpful first line contact for visitors and dignitaries by determining their needs and referring them to appropriate personnel. Uses current knowledge to answer questions from the public concerning the law, regulations, road and weather information in order to provide public information services by discussing issues and questions in person and via the telephone. Screens calls for referral to the appropriate person within the agency and/or outside agencies to handle specific questions, tasks, or emergencies. Attends training, as needed, in order to maintain proficiency in operations and preserve effective and efficient office supports systems. Performs other related duties as may be assigned by supervisors in order to accomplish needed agency functions Collects and processes HP-155, KLER Supplemental Checklist, along with statements, videos, and photos using both the File Drop System or submitting them to General Headquarters as paper when necessary. Logs HP-155’s in the computer system.

Emails staff video requests from GHQ and sends the videos on to Records.

Types various correspondence, reports and forms in order to provide clerical support for Troopers and Staff by operating computer equipment and including fax machine.

Required to meet and deal with general public, in person and on the telephone, concerning road and weather information.  This is done in order to provide public information services and is done by discussing issues and questions.  Screens calls for referral to proper person.  Employee is required to answer questions and inquiries from Kansas Highway Patrol Personnel relative to aspects of their employment.

Completes special projects and performs other duties as assigned. Assists 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.
Preferred Qualifications: One year of experience in general office, clerical and administrative support work.

Necessary Special Requirements: Knowledge of office procedures. Ability to speak clearly and concisely in person and on the telephone. Ability to establish and maintain effective working relationships. Ability to communicate effectively, verbally and in writing, with fellow employees and the general public. Proficient with Microsoft Windows, and Excel software programs. Listen, comprehend and respond to fellow employees and general public via telephone or in person. Ability to complete, basic mathematical calculations, proofread accurately, multi-task, read and write comprehensively.

Post-Offer, Pre-employment Requirements: Must submit to and pass a thorough background investigation and security clearance, including fingerprints.
Ability to listen, comprehend, respond, speak clearly and concisely verbally and in writing; drive a vehicle, lift computer equipment and other objects up to 50 lbs, bend, kneel, stoop, reach with your body, arms and/or legs, perform repetitive motions with one or more extremity, move in confined areas and sit for long periods of time.

See Position Description and Apply Online:

• You will need position number: 211935

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

211935

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

Hourly Pay Range: $ 14.30 – $ 15.75 plus State 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.