Senior Administrative Specialist

Kansas State Board of Indigents’ Defense Services (SBIDS)

Our mission is to fulfill the constitutional promise of a zealous defense by providing our clients with team-based advocacy that champions their human dignity and achieves just outcomes on their behalf.

SBIDS Current Job Openings

About the Position:

• Who can apply: Anyone
• Classified/Unclassified Service: Unclassified
• Full/Part-time: Full-Time
• Regular/Temporary: Regular
• Work Schedule: Monday-Friday 8:00 a.m. – 5:00 p.m.
• Eligible to Receive Benefits: Yes
• Veterans’ Preference Eligible: Yes

Compensation:

• Annual Salary Range: $34,444.00 - $45,833.00

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
• Employee discounts with the STAR Program
• Retirement and deferred compensation programs

Visit the Employee Benefits page for more information

Position Summary:

The Kansas State Board of Indigents’ Defense Services (BIDS) is accepting applications for the position of Senior Administrative Specialist in the Human Resources Department within the Administration Office in Topeka, Kansas.

The BIDS Administration Office supports the work of all BIDS employees and assigned and contract counsel. The Administration Office is comprised of the Executive Director and the following departments: Legal, Training, Special Projects, Human Resources, and Accounting.

We are seeking a dynamic detail-oriented Senior Administrative Specialist who is passionate about the importance of public defense and committed to supporting the mission of the Kansas State Board of Indigents' Defense Services. As a member of the Human Resources Department within the Administration Office the Senior Administrative Specialist will provide high quality administrative support that enables BIDS to effectively serve its employees, assigned and contract counsel, and clients.

This is a full-time benefits eligible position. The successful candidate will be expected to work on-site in Topeka, KS. This position is not eligible for remote or hybrid work.

Job Responsibilities may include but are not limited to the following:

The Senior Administrative Specialist position reports to the Deputy Director of Human Resources and is responsible for providing a high level of administrative support to assist with the daily operations of the Human Resource (HR) department. This position provides strategic support by performing a wide range of administrative duties including conducting research, preparing and analyzing spreadsheets, preparing and editing correspondence of a sensitive nature, preparing and editing reports and presentations, processing application materials, scheduling and coordinating applicant interviews, publishing documents on websites, making travel arrangements, answering phone, opening and distributing mail on an ad hoc basis, and maintaining calendars and schedules.

Due to the nature of this position the Senior Administrative specialist must maintain confidentiality, exercise sound judgment, and safeguard information in accordance with applicable regulations, policies, and agency expectations.

The duties of the Senior Administrative Specialist include, but are not limited to the following:

• Process and distribute application materials and retain applicant materials in accordance with State retention policy
• Schedule and coordinate applicant interviews
• Prepare and distribute interview packets
• Prepare and process applicant correspondence
• Answer and route calls as appropriate and provide information as required
• Open and distribute mail on an ad hoc basis
• Performs confidential data entry, scanning, and mailings
• Prepares and proofs correspondence of a sensitive nature
• Conducts reporting and research
• Coordinate and track secure key cards for all Admin personnel
• Create and maintain employee personnel files
• Plan and schedule meetings
• Arrange and coordinate travel and travel reimbursement for HR staff
• Serve as Kansas Learning and Performance Management Administrator
• Assign and track parking for all BIDS offices located in Jayhawk Tower
• Cultivate inclusive and respectful working relationships that support a sense of belonging for all employees and community members
• Coordinate projects and special events which includes setting up conference rooms, securing resources, and training materials
• Perform administrative duties as required to support the mission and function of HR

Knowledge, Skills, and Abilities:

• Excellent communication skills both verbal and written
• Excellent interpersonal skills
• Ability to work independently and collaboratively while exercising good judgment
• Ability to confidentially manage HR and medical related information with demonstrated ethical and professional conduct at all times
• Excellent problem solving and analytical skills
• Proficient in Microsoft Office Suite

Qualifications:

Education

• Minimum of a high school diploma or equivalent

Licensing & Certification

• Must have a valid driver’s license

Minimum Qualifications

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

All Employment is subject to the Governor’s Salary Approval

Recruiter Contact Information:

• Name: Shawn Keeling
• Email: bidsrecruiter@sbids.org
• Phone: 785-296-6631
• Mailing Address: 700 SW Jackson Street, Suite 500 Topeka, KS 66603

Job Application Process

• Cover letter
• Resume
• List of three professional references
• If you are claiming Veteran’s Preference, please also include your DD214

Ensure you upload all required documents during the application process.

If you have any further questions please contact:

Shawn Keeling

Human Resources Professional, Administration Office

State Board of Indigents’ Defense Services

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

Post-Offer/Pre-employment Requirements

Kansas Tax Clearance Certificate required:

In accordance with Executive Order 2004-03. Each applicant (even non-residents) who is selected for a State of Kansas job vacancy must apply for a Tax Clearance Certificate within 10 days from the date of the offer letter by accessing the Kansas Department of Revenue's (KDOR) website at www.kdor.ks.gov/apps/taxclearance/Default.aspx .

If you need assistance with the tax clearance, please contact KDOR at (785)296-3199 or by email at kdor_specialprojects@ks.gov

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 at the following link: Disability Hiring Preference | Kansas Department of Administration (ks.gov).

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.