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Kansas Department of Health and Environment · 10 hours ago

Administrative Specialist

Shawnee County, KS

Full-time

Onsite

Entry Level

$17.78/hr - $18.23/hr

2+ years exp

Kansas Department of Health and Environment is seeking an Administrative Specialist to support their vital statistics office. The role involves processing requests, providing customer service, and ensuring compliance with relevant laws and policies.

AssociationFinanceHealth CareWaste Management

No H1B

Responsibilities

Will process walk-in requests submitted through the kiosks verifying information submitted and eligibility to receive certificate

Use judgment, knowledge, and appropriate authority to approve or deny requests; If needed, advise the requestor on how to proceed, per the Customer Service Procedural Manual

When necessary, explain difficult situations to customers and/or request assistance from supervisor, or assistant supervisor

Refer specific issues to the correct staff (e.g., adoption issues referred to Amendments & Corrections staff)

Collect appropriate fees from walk-in customers, giving correct change if needed, and informing customers of feedback from system on credit/debit cards (e.g., card denied)

Provide quality customer service to both internal and external entities

Demonstrate knowledge of the Uniform Vital Statistics Act, office policies/unit procedural manual, and state statutes to fulfill duties

Key regular mail into the Point of Sale (POS) system while working the front counter and while working at a back station

Keys requests requiring specific coding and processing into the POS system, which are handled separately from walk-in and regular mail requests

These include Amendments and Corrections requests being brought to the customer service area

Key funeral home requests daily

Key courier requests immediately upon receipt

Match copies of records or corresponding response sheets with the correct application and receipt

Review the printed certificate to ensure the issuable record is the appropriate, legal record and can legally be issued to the requestor

Trim certificates as needed according to guidelines so only the issuable portion of the record is released

Review requests for fraudulent information or any indication of identity theft

Review documents for legitimacy and derogatory remarks, following official processes for statutory issuance

Validates payments entered for all requests, including system-generated checks for credit/debit card payment for the daily report

If an error arises, inform supervisor or person in charge of the error and follow proper procedures to find and correct the error before close of business

Qualification

Customer serviceData entryWordExcelAttention to detailProofreading10-key adding machineTyping 40-50 wpmBookkeepingCashier experienceOffice support experienceCommunication skillsInterpersonal skillsHandling confidential information

Required

High School Diploma

Valid Driver's License - Incumbent is required to have and maintain a valid driver's license when operating a state vehicle, a private vehicle, or a rental vehicle for the benefit of the State

Two years of experience in general office, clerical and administrative support work

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

In accordance with K.S.A. 65-2402(b), any person offered a position of employment in the Office of Vital Statistics will be required to be fingerprinted and to submit to a state and national criminal history record check for the purpose of identification verification and the determination of the applicant's eligibility to perform tasks within the Office of Vital Statistics