Job Description

Important Recruitment Information for this vacancy

• Administrative Assistant Archives
• 1 position opened until filled

Agency Information:

The Adjutant General's Department

Military

Archives

JFHQ-GQ Directorate

About the Position

Who can apply: Those who meet the qualifications

Classified/Unclassified Service: Classified

Full-Time/Part-Time: Full-Time

Regular/Temporary: Regular

Work Schedule: Monday through Friday 8:00am till 4:30 pm

Eligible to Receive Benefits: YES

Veterans' Preference Eligible: YES

Compensation: $ 20.50 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:

ESSENTIAL ABILITIES FOR ALL JOB CLASSIFICATIONS

• Ability to demonstrate predictable, reliable, and timely attendance.
• Ability to follow written and verbal directions and to complete assigned tasks on schedule.
• Ability to read, write & communicate in English and understand basic math.
• Ability to learn from directions, observations, and mistakes, and apply procedures using good judgment.
• Ability to work independently or part of a team; ability to interact appropriately with others.
• Ability to work with supervision, receiving instructions/feedback, coaching/counseling and/or action/discipline.

Processing Verifications : Receives and/or processes requests for verification of military service and retired pay, applications for state awards and decorations from the Army and Air National Guard (approximately 200 monthly inquires), and certificates and statements of service by utilizing electronic database to research veteran and current member records. This is done to provide timely and accurate information to individuals in compliance with Army and Air National Guard regulations. This involves searching and retrieving records and reconstructing supporting documents when essential to correct errors and omissions (coordinating with immediate supervisor); mailing, faxing or giving documents to the appropriate individual. This requires knowledge of National Guard regulations regarding confidentiality and release of information, the ability to understand and follow records retrieval procedures, the ability to locate a variety of documents in a timely manner, the ability to accurately and quickly locate records.

In the event no records are found, assists the requester in obtaining records from the National Personnel Records Center in St. Louis by using an online website, eVetRecs.

Communications : Communicates verbally in person and by phone with a variety of individuals and the public (service members, families of deceased members, funeral homes, Veteran’s Administration, Social Security Administration, national guard recruiters, congressional offices, etc.) to take accurate requests and furnish information on records, procedures and entitlements. This requires the ability to communicate verbally in a clear, concise, understandable manner; the ability to develop effective working relationships with a variety of people; the ability to remain calm and tactful with unpleasant individuals; and the ability to project a professional and service-oriented image of the agency.

Database : Tracks all inquiries (mail, fax, phone, walk-ins) through a database which provides for quick access to information pertaining to the request for records. Tracking such as number of Congressional Inquiries received in a year, number of records requested from Funeral Homes, Veteran Affairs Offices, Social Security Administration Offices, National Personnel Records Center (NPRC) and prior Service Members. Requires some knowledge of Microsoft Access and Excel to extrapolate required data.

Correspondence : Composes routine responses to inquiries from individuals concerning procedures and entitlements for retirees, cover memos for transmittal of documents, certificates and statements of service. This requires a basic knowledge of English, spelling, grammar and punctuation; the ability to present routine information in a clear, concise written format; and the ability to project a helpful and service-oriented image of the department.

Filing : Maintains hard copy, microfilm and compact discs to ensure quick retrieval of all types of documents and to follow-up in a timely manner with requests that cannot be in the Archive Database.

Supplies-Distribution : Orders, inventories, packages and/or distributes/mails awards, decorations, medals. This is done to ensure there is a sufficient supply of items as needed, that the items are always accounted for and are distributed to the appropriate individual in a timely manner.

Related : Performs a variety of related duties which include, but are not limited to, serving as lead worker when needed; calling for repairs to microfiche; ordering equipment supplies (toner, film cartridges, etc.); preparing disposition forms for State records to pick up microfilmed documents. Requires knowledge of Records Retention and Disposition Schedules.

Qualifications

• Education : HS or GED

Minimum Qualifications :

• Job knowledge at an advanced level in office support/clerical work.

Special knowledge, skills and abilities :

• Skill in research using electronic databases. Good filing and organizational skills. Good proofing skills. Ability to effectively use Microsoft Word software. Effective communication and public contact skills. Basic typing skills. Knowledge of English, spelling, grammar and punctuation.

Post-Offer, Pre-employment Requirements :

• Must be able to qualify and maintain a federal secret security clearance and requires an ANACI clearance.

Recruiter Contact Information

Name : Angelina Farias

Email : angelina.farias@ks.gov

Phone : 785-646-2263

Mailing Address :

State Human Resources

2022 Minuteman Road

Topeka, Ks 66619

Job Application Process

First Sign in or register as a New User .

Complete or update your contact information on the Careers> My Contact Information page. *This information is included on all your job applications.

Upload required documents listed below for the Careers> My Job Applications page. *This information is included on all your job applications.

Start your draft job application , upload other required documents, and Submit when it is complete.

Manage your draft and submitted applications on the Careers> My Job Applications page.

Check your email and My Job Notifications for written communications from the Recruiter.

Email – sent to the Preferred email on the My Contact Information page

Notifications – view the Careers> My Job Notifications page

Helpful Resources at jobs.ks.gov : “How to Apply for a Job – Instructions” and “How to Search for a Job – Instructions"

Required Documents for this Application to be Complete

Upload these on the Careers - My Job Applications page

• Current Resume
• Tax Clearance
• College Transcripts
• DD214 (if you are claiming Veteran’s Preference)

Upload these on the Attachments step in your Job Application

Helpful Resources at jobs.ks.gov : “How, What, & Where do I Upload Documents”

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

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 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
Docking State Office Building
915 SW Harrison Ave, Suite 260
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.

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