Administrative Specialist

Job Posting

Administrative Specialist

Job Opening  #: 219785

Location:

Topeka / Shawnee County

Job Posting Closes:
Open Until Filled

Kansas Highway Patrol www.

KHPJobs.org

About the Position:

* Who can apply:
Anyone (External)

* Classified/Unclassified Service:
Classified

* Full/Part-time:
Full-Time

* Work Schedule:

8:00a - 5:00p

* Eligible to Receive Benefits:
Yes

* Veteran's Preference Eligible:
Yes

Compensation:

* Hourly Pay Range: $ 17.79 - $ 19.16

Employment Benefits:

* Comprehensive medical, mental, dental, vision, and additional coverage

* Sick & Vacation leave

* Work-Life Balance programs: parental leave, military leave, jury leave, funeral leave

* Paid State Holidays (designated by the Governor annually)

* Fitness Centers in select locations

* Employee discounts with the STAR Program

* Retirement and deferred compensation programs

* Kansas Highway Patrol has both KPERS and KP&F eligible positions. If you have retired, you will have a waiting period before you can go back to work for a KPERS/ KP&F employer.

Visit the Employee Benefits page for more information…

Position Summary & Responsibilities:

Position Summary:

Collects and processes orders in the SMART system. Analyzes SMART documents to ensure consistent application and credit within appropriate guidelines. Reconciles monthly VISA statements in the SMART system. Maintains records of all issued Troop V unit purchase orders, reconciles with invoices received and forwards to accounting for payment. Resolves billing discrepancies with vendors and/or accounting staff. Tracks supply orders using agency forms and updates records on status of shipments.

Utilizes SMART to order supplies, VIN security labels, MVE-1D, and MVE-3 forms. Communicates with employees at all levels within Troop V and accounting to collect, clarify and resolve SMART issues in an efficient and equitable manner. Enters monthly reports for troop's vehicle mileage, fuel, and VISA charges. Answers phone calls from the public and assists them in finding the information they request.

Verifies data in the SHARP payroll system that employees have self-reported in the Employee Self Service Center. This necessitates referring to policies regarding shift differential, call-in/call-back, and overtime pay eligibility.

Provides administrative support to the MVE program. Drafts and maintains confidential correspondence. Updates and maintains MVE files. Ensures confidentiality and timely submission of investigation documents. Enters MVE-1D and MVE-3 White forms and related data into the MVE system for accountability of forms, quality control issues, and payment's received for purchased forms. Responsible for the correct data entry of inspection dates, inspection codes, and inspection fees required for reporting in the MVE system making sure all codes are interpreted properly.

Handles special codes such as:
Voids, Referrals and Salvage Inspections. Considerable knowledge of and proper application into the computer system is required. Takes Troop F and MVE Program related phone calls. Assists New Car Dealers, Designees, MVE Personnel, KHP Personnel and outside agencies with information as needed. Generates reports as required by supervisors bringing to the attention of the supervisor any errors found. Works closely with, coordinates information, and corresponds with Troop V Administration on a regular basis.

Works with the MVE Captain on requested statewide MVE data as needed for legislative issues. Works with MVE Civilian Supervisors and MVE Technical Troopers on quality control issues and requested designee and new recruit trooper training materials. Assigns and mails VIN security labels to VIN Inspectors in the field.

Compiles and submits various quarterly reports, i.e., recovered vehicle reports, VISA statements, unit mileage, etc. Maintains current roster and organizational chart. Posts VIN office closure/opening updates. Maintains VIN inspection office times on KHP website for KHP and Designee inspection location sites. Updates MVE Program related materials. Builds manuals for recruit and new designee training classes. Updates Designee and KHP Personnel Rosters.

Maintains general MVE files, designee…