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Job Title: Administrative Specialist      (to directly link to this job posting, copy this link)   
CountyEllsworth
Req. No:187188
Agency:Ellsworth Correctional Fclty
Posting Type:External
Applications accepted through:Jul 24, 2017
Job Description:

The incumbent in this position serves as confidential secretary to the Warden and Deputy Warden at the Ellsworth Correctional Facility (ECF). The incumbent is required to be very efficient in typing from dictation or handwritten copy.  The incumbent also composes correspondence for the Warden’s and Deputy Warden’s signature.  All correspondence must be typed promptly and accurately with appropriate copies for dissemination.  The incumbent promotes good public relations among staff, guests, and callers.  Minimal supervision, latitude in deciding priorities, and independence in completing work are components of this position.  Establishes schedules and sets priorities for routine work processed through the offices of the Warden and Deputy Warden to assure agency and facility needs are met in a timely manner.  Handles confidential information regarding inmates and employees on a regular basis.  Compiles all visitation-related correspondence for inmates and visitors, schedules non-contact visits, researches issues regarding non-contact and suspended visitation.  Maintains tracking log for performance reviews.  Makes travel arrangements when appropriate.  Processes all incoming mail for the Warden and Deputy Warden.  Files large volumes of information.  Material must be filed properly and accurately so that it can be retrieved when needed. Maintains updated General Orders for Warden and Deputy Warden.  Compiles information from all departments for the Monthly Environment Report and Facility Monitoring Report.  Prepares monthly calendar of events, meetings, and appointments, which is maintained in office and posted on the ECF Intranet site.  Attends management team meetings and records, types, and disseminates meeting minutes.  Serves as Recorder during emergency situations.  Serves as JPay Site Coordinator.  Prepares PowerPoint presentations for various activities and events.  Provides administrative support services to the Information Technology and Maintenance Departments. 

Minimum Requirements:
Two years of experience in general office, clerical, and administrative support work.  Education may be substituted for experience as determined relevant by the agency.

Performance Standards:
Ability to apply and explain rules, regulations, policies, and procedures.  Ability to understand and follow verbal and written instructions, and read and comprehend written materials.  Ability to proofread and edit for grammar, spelling, syntax and style; compute, verify, and compare figures; and detect discrepancies in information.  Ability to communicate effectively, both verbally and in writing.  Strong problem solving skills; good oral and written communication skills; effective conflict management skills; ability to establish and maintain positive working relationships and effective customer service skills; and ability to adapt to new situations and/or changes.  The incumbent must be capable of performing established Essential Physical Functions.  An initial 6-month probationary period is required for new or promoted employees.

HOW TO APPLY:
The application process has 4 REQUIRED STEPS.
STEP 1: Register by completing the online Personal Data Form at
https://admin.ks.gov/services/state-employment-center/job/why-register
(Skip this step if you already have an Applicant ID number.)
STEP 2: Complete the official State of Kansas application form at
https://admin.ks.gov/services/state-employment-center/sec-home/state-employment/online-application
STEP 3: Submit your online application to the specific agency designated on this job announcement.
STEP 4: Submit additional required documents to the specific recruiter designated on this job announcement.

  • A Tax Clearance Certificate is required for all applicants. Obtain your certificate by following the instructions at http://www.ksrevenue.org/taxclearance.html
  • Include your name and job requisition number on all correspondence when submitting documents to the designated recruiter.

    Your application will be considered incomplete and you may be found ineligible if you fail to submit all required documentation by the closing date of the vacancy announcement.

    Required Documents:

  • Online State of Kansas Application form (send to Ellsworth Correctional Facility)
  • Resume, Cover Letter, and Kansas Tax Clearance Certificate
    • (send to Wendy Stroede, Wendy.Stroede@ks.gov)
    • Academic transcripts, if required, will need to be provided prior to vacancy deadline

      KANSAS TAX CLEARANCE CERTIFICATE REQUIRED:  Each applicant applying for a State of Kansas job vacancy must obtain a valid Kansas Certificate of Tax Clearance by accessing the Kansas Department of Revenue's website at http://www.ksrevenue.org/taxclearance.html. A Tax Clearance is a comprehensive tax account review to determine and ensure that an individual's account is compliant with all primary Kansas Tax Laws.  A Tax Clearance expires every 90 days.  Applicants are responsible for submitting a valid certificate with all other application materials to the hiring agency.  This is in accordance with Executive Order 2004-03.  If you need assistance with the tax clearance, please contact 785-472-6295.

      Recruiter Contact Information:
      Name: Wendy Stroede
      Phone: 785-472-6295
      FAX: 785-472.6370
      Email: Wendy.Stroede@ks.gov

      Agency Information:
      Ellsworth Correctional Facility
      P.O. Box 107, 1607 State Street
      Ellsworth, KS 67439-0107

      How You Will Be Evaluated:
      Once you complete and submit your application materials, your application will be reviewed to ensure you meet the minimum and any necessary special requirements.  Next, your application will be evaluated and rated based on preferred competencies and criteria for the position.

      What To Expect Next:
      After your application is evaluated and ranked, you may be referred to the hiring manager for further consideration and possible interview and p

      Find out more about us at our website

Class/Uncl: U    Full/Part Time: F    Grade 001    Hiring Rate: $0.00    Pay Frequency: Hourly   

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