Senior Administrative Assistant

Job Posting Agency Information: Kansas Department of Agriculture The Kansas Department of Agriculture is devoted to the total support of agriculture in Kansas. The department works for the entire Kansas agriculture sector including farmers, ranchers, food establishments and agribusinesses. The agency has a balanced approach to providing an environment that enhances and encourages economic growth of the agriculture industry and Kansas economy while promoting and advocating for the agriculture industry, the state's largest industry, employer, and economic contributor. KDA helps to ensure a safe food supply, protects natural resources, promotes public health and safety, protects animal health, and provides consumer protection to the best of our ability. Kansas Department of Agriculture: 1320 Research Park Drive, Manhattan, KS 66502 About the Position Who can apply: Anyone Classified/Unclassified Service: Unclassified Full/Part-time: Full-Time Work Schedule: Days (8am to 5pm) Eligible to Receive Benefits: Yes Veteran Preference Eligible: Yes Disability Preference Eligible: Yes Compensation Annual Salary Range: $40,000 to $42,000 Per Year Hourly Pay Range: $19.23 to $20.19 Per Hour 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 Summary & Responsibilities: This position will remain posted until filled. Location: Headquarters located in Manhattan, Kansas. Enters the data from Dairy and Feed field inspection reports and from Technical Specialist inspection reports. Maintains the database and independently reviews inspection reports for errors and missing information. Organizes all FDA reports in USA Plants database and enters into eSAF database. Organizes and prepares FDA billing documentation. Provides clerical assistance to the Program Manager, Technical Specialist, Field Supervisor, and Program Coordinator. Make copies and fax/email documents. Answers the telephone, files, and prepares correspondence for mailing, drafts letter and emails and assists the public with information regarding certificates of free sales, complaints, product registration, and billing. Assists label review specialist with label review processes. Handles and processes all expense requisitions for the Dairy and Feed inspectors along with entering purchase orders for supplies. Processes all Dairy and Feed Safety personnel travel information in the state agency SMART system. Inventories and purchases supplies for Dairy and Feed Safety Program. Independently generates management reports using various databases. Receives data from inspection records from USA Plants database and processes and enters into the FDA database. Maintains and tracks completed inspections in spreadsheets and USA Plants database system. Maintains field assessment evaluation forms for field inspectors. Keeps inspectors informed of any pertinent information to achieve goals and projects for the Dairy and Feed Safety Program. Performs dairy and feed tonnage report audits on firms that are required to report biannual tonnage fee reports to ensure correct reporting. Receives and processes consumer complaints. Receives complaint data information from customers and enters into USA Plants database. Assists in other activities as needed by the Technical Specialist, Field Supervisor, Program Coordinator and the Dairy & Feed Safety Program Manager. Assists other administrative assistant as needed and participates in cross-training to learn other administrative assistants work for continuity of operations. Minimum Requirements Professionally minded individuals with at least one year of direct experience in general office, clerical and administrative support work. Candidates may also qualify through a combination of relevant work experience, education, training or certification. Experience with Excel spreadsheets including recording important information, creating/using shortcuts and formulas, sorting and filtering data, and tracking work progress. Excellent written and verbal communication skills. Organizational skills, including attention to detail, are essential. This position must perform routine office tasks such as sitting, reading, examining documents, and viewing a computer for long periods of time. Physical ability to stand for long periods of time and crouch occasionally. Employee must have a valid Class C (or higher) Kansas driver's license or equivalent license from another state. Employee is responsible to maintain an acceptable driving record to safely drive state vehicle and be willing and able to fulfill all job-related travel normally associated with this position. Post-Offer/Pre-employment Requirements: 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. If you have a missing tax return(s) or you owe taxes to the State of Kansas, please know that 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 job working for the State of Kansas. The Kansas Department of Revenue can be contacted at 785-296-3199. Kansas Department of Revenue - Tax Clearance Frequently Asked Questions Recruiter Contact Information Name: Alyssa Satterthwaite Email: Alyssa.Satterthwaite@ks.gov Phone: (785) 564-6713 Fax: (785) 564-6777 Mailing Address: 1320 Research Park Drive, Manhattan, KS 66502 Required Documents for this Application to be Complete On the My Job Applications page, verify these documents are present and valid. Upload or delete and replace if needed. DD214 (if you are claiming Veteran's Preference) Inside your Job Application, upload the these documents: Resume (or choose existing resume if you have one) Cover Letter Job Application Process Sign in to your existing account or Register for a new account. Review and complete your contact information on the My Contact Information page. Upload documents listed in the Required Documents section of this job posting to the appropriate location. Complete and submit your application. Check your email and My Job Notifications for written communications from the Recruiter. Email - the email listed on the Careers>My Contact Information page. Notifications - view the Careers>My Job Notifications page. See the helpful links below to assist in completing your application Instructions: Job Search Registration & User Account Application Frequently Asked Questions How to Claim Veterans Preference Veterans' Preference Eligible (VPE): Former military personnel or their spouse that have been verified as a "veteran"; under K.S.A. 73-201 will receive an interview if they meet the minimum competency factors of the position. The veterans' preference laws do not guarantee the veteran a job. Positions are filled with the best qualified candidate as determine by the hiring manager. Learn more about claiming Veteran's Preference How to Claim Disability Hiring Preference Applicants that have physical, cognitive and/or mental disabilities may claim an employment preference when applying for positions. If they are qualified to meet the performance standards of the position, with or without a reasonable accommodation, they will receive an interview for the position. The preference does not guarantee an applicant the job, as positions are filled with the best qualified candidate as determined by the hiring manager. Learn more about claiming Disability Hiring Preference PLEASE NOTE: The documentation verifying a person's eligibility for use of this preference should not be sent along with other application materials to the hiring agency but should be sent directly to OPS. These documents should be sent either by fax to (785)296-7712, scanned and emailed to Gustavo.Victoriano@ks.gov, or can be mailed/delivered in person to: ATTN: Disability Hiring Preference Coordinator Office of Personnel Services Landon State Office Building 900 SW Jackson, Rm 401 Topeka, KS 66612 Equal Employment Opportunity The State of Kansas is an Equal Opportunity Employer. All qualified persons will be considered for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, political affiliation, disability or any other factor unrelated to the essential functions of the job. If you wish to identify yourself as a qualified person with a disability under the Americans with Disabilities Act and would like to request an accommodation, please address the request to the agency recruiter.