Administrative Specialist

Job Posting

Important Recruitment Information for this vacancy:

* Job Posting closes:
June 26, 2026

* A KBI Background Check is required for this position

Department of Administration, Office of Printing, Mailing, & Surplus Property

(Use the "Apply for this Job" box below).-surplus

Verification of identity and employment eligibility to work in the United States is required by federal law. For a list of acceptable documents that establish these criteria, please refer to the federal Form I-9. While the Department of Administration (D of

A) welcomes all candidates legally eligible to work in the United States, D of A does not provide sponsor ships for this position.

E-Verify:
Kansas Department of Administration (D of

A) participates in E-Verify and will provide the federal government with your I-9 information to confirm that you are authorized to work in the U.S. For additional information regarding E-Verify, please . For additional information regarding Immigrant and Employee Rights (IER) please .

About the Position

* Who can apply:
Anyone

* Classified/Unclassified Service:
Unclassified

* Full-Time/Part-Time:
Full-Time

* Regular/Temporary:
Regular

* Work Schedule:

M-F, 8:00 am to 4:30 pm

* Eligible to Receive Benefits:
Yes

* Veterans' Preference Eligible:
Yes

Compensation:

* Hourly Pay Range: $20.00 - $21.00

* Note:

Salary can vary depending upon education, experience, or qualifications.

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

Visit the Employee Benefits page for more information

Position

Description:

The Office of Printing, Central Mail & Surplus Property is the State's resource for printing and mailing services for State of Kansas agencies. This position requires printing industry knowledge in many areas of the industry as an office manager facilitating all departments. A KBI Background Check is required for this position.

Job Responsibilities:

* Responsible for all aspects of accounts receivable and accounts payable, including but not limited to, the following:

* Enter and receive Purchase Orders when requested.

* Match and reconcile invoices with Purchase Orders and delivery slips, daily. Deliver to appropriate manager for invoice approval, daily

* Work with Fiscal Management to pay invoices; after matching process, can invoices and documents and send to the Office of Fiscal Management, daily.

* Match and reconcile invoice contract pricing when needed.

* Prepare and track Prior Authorizations (PAs) for consumables.

* Work with the Office of Procurement and Contracts to gather information in preparation for Requests for Proposal (RFPs).

* Prepare daily deposits and send them to Office of Financial Management (OFM).

* Reconciles and resolves supplier invoice and delivery issues when needed.

* Reconcile and process accurate billings by reviewing DA104 estimate against Cost vs Estimate sheet. Scan the DA104s and email to OFM, daily.

* Send corrected billings to customers, when needed.

* Contact customers who have past due balances when requested by the Director.

* Perform fiscal year end tasks.

* Generate and distribute reports.

Serves as the Office Manager to handle the following duties:

* Order supplies for Printing/Mail Services

* Perform customer service tasks; answer and direct phone calls, greet and assist customers.

* Time stamp and distribute mail.

* Maintain, manage and monitor the Visitor Management System.

* Maintain job jackets and files all job jackets daily.

* Maintain copies of billings and email to customers when requested.

* Maintain accurate and complete vendor files.

Produces reports for leadership. Answers questions and reconciles billings for ordering agencies. Participates in a variety of special projects/tasks as assigned.

Minimum Qualifications

* Two years of experience in general office, clerical and administrative support work. Education may be substituted for experience as determined relevant by the agency.

Post Offer Requirement:

* A KBI Background Check is required for this position

Kansas Tax Clearance Certificate: A valid Kansas Tax Clearance Certificate is a condition of employment for all employees of the State of Kansas. Applicants (including non-residents) who receive a formal job offer for a State job, are required to obtain a valid Tax Clearance within ten (10) days of the job offer. A Tax Clearance can be obtained through the Kansas Department of Revenue who reviews individual accounts for compliance with Kansas Tax Law.

Please be encouraged if you have a missing tax return(s) or you owe taxes to the State of Kansas, the Kansas Department of Revenue will work with you. The Kansas Department of Revenue can set you up on a payment plan to receive a Tax Clearance so you can get a…