Office Manager - State of Kansas : Job Details

Job Posting

Important Recruitment Information for this vacancy

Job Posting closes: Open Until Filled; Screening begins immediately and continues until filled.

Office of the Kansas Attorney General

Office Manager

Public Protection Division

About the Position

Classified/Unclassified Service: Unclassified (At-Will)

Full-Time/Part-Time: Full-Time

FLSA: Nonexempt

Locations: Topeka, Kansas (Shawnee County)

Eligible to Receive Benefits: Yes

Veterans' Preference Eligible: Yes

Work Schedule: Monday-Friday; 8:00 AM - 5:00 PM

Compensation

Hourly Compensation Rate: $22.71 - $24.34

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

This position is responsible for working in a team environment to coordinate response to all inquiries from the public and other state agencies through telephone, mail, email and in person for the Office of the Kansas Attorney General (OAG) and the Office's Public Protection Division. This position provides leadership in a high-volume, customer service focused environment and will manage numerous telephones, mail, email, and in-person contacts with the public daily. The individual in the position is required to become familiar with the OAG office structure, policies and procedures as well as other state, federal and local agencies or private entities that may be able to provide assistance to our constituents.

PRIMARY DUTIES

* This position provides leadership in the Public Protection Administrative Unit and manages all routine daily functions, including motivating the administrative team and establishing workflow targets and metrics for measuring production. This position will serve as the primary go-to for escalated calls and questions, and includes other duties including answering multi-line telephones promptly and courteously; assessing information needs of callers and directing them to appropriate resources (whether internal to or external of the Attorney General's Office); relaying information to the appropriate OAG staff member/division or external entity. Extremely high-volume consumer contact is inherent in the performance of the work; therefore, exceptional customer service and communication skills are critical.

* Gathers and collates data for and assists with compiling monthly and annual consumer complaint statistics utilizing electronic file management system, Excel and Word to produce reports. Reviews and recommend changes to procedures to ensure compliance with office policies and practices. Prepares and updates procedural manual and related instructional materials. Participates in internal meetings and trainings as requested.

* Reviews incoming postal, express and building mail delivered to the agency and assesses how to appropriately route for action; reviews and assists with processing daily incoming and outgoing correspondence for the Public Protection Division through mail, email and fax. May assist with opening and scanning all incoming consumer complaint file correspondence in the manner outlined by office policy and practices. Inputs data to open, close, or update a consumer complaint case file in the electronic document management system. Routes consumer complaint file correspondence to the appropriate staff using the electronic document management system.

* Responds to constituent correspondence through mail, email and phone calls. Coordinates and assists with various administration functions including accurate data entry, mass mailings, filing, proofreading, office supply maintenance, publication requests, check deposit processing, auditing of electronic database, routine reports and other administrative assignments as needed.

ADDITIONAL DUTIES

Additional duties and responsibilities may be added to the position at any time. This vacancy announcement does not state or imply these are the only activities to be performed by the employee(s) holding this position. Employees are required to follow any other job-related instructions and to perform any other job-related responsibilities as requested by their supervisor(s).

Qualifications

MINIMUM REQUIREMENTS

* An associate's degree in business administration, communications, criminal justice, or related field(s). Professional or technical experience, as deemed by the Attorney General to be sufficient qualification to perform the assigned work, may be substituted for the required college study.

* At least two (2) years of supervisory experience.

* At least two (2) year of experience in providing direction necessary to implement the objectives of an organizational unit.

* At least three (3) years of experience in general office, clerical or administrative support work.

* Extensive customer service experience to include operation of multiple-line telephone system(s).

* Advanced proficiency level in Microsoft Office Suite including Excel, Word and Outlook.

PREFERRED REQUIREMENTS

* Demonstration of progressive leadership responsibilities in previous positions.

* Experience with an electronic document management system preferred.

* Bilingual skills (especially Spanish speaking) are highly desired.

Post-Offer, Pre-employment Requirements

* As a condition of employment, candidate(s) are subject to a pre-employment screening process to include a fingerprint and name-based criminal history records check and reference/background check of past and present employers. The pre-employment screening process will be waived for current OAG personnel who have previously completed the screening requirements.

* In this position, you would be authorized access to private information to the extent necessary to perform the assigned duties. Employees of the OAG are required to protect against unauthorized access to such information, ensure the security and privacy of such information, and disclose any anticipated threats or hazards to such information. Employees must be cautious not to release this information to the public or other individuals, including but not limited to OAG employees who have not been authorized or who do not have a legitimate organizational, departmental, or business need to know. Any questions regarding releasing such information to another person should be directed to the employee's supervisor.

Recruiter Contact Information

* Name: Jude Overton

* Email: [email protected]

* Phone: (785) ###-####

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

DD214 (if you are claiming Veteran's Preference)

Upload these on the Attachments step in your Job Application

Cover Letter

Resume

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

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)###-####, scanned and emailed to [email protected], 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 Office of the Kansas Attorney General is an equal opportunity employer. We recognize and value the uniqueness of each individual person. We believe the best workplaces bring together employees with diverse skill sets, backgrounds, experiences, and viewpoints to achieve common goals. We see this as the best way to realize our Office's mission. We work to ensure all employees are treated fairly and have equal opportunity. We prohibit and strongly condemn discrimination on any basis protected by law. We strive to create and to cultivate a workplace environment where every employee is treated with dignity and respect as a valued member of our team.

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.