Administrative Support Specialist

Apply for the position, Administrative Support Specialist, with Developmental Services of Northwest Kansas, Inc. today or contact Murrae Rebarchek for more information. Posted Jan 30, 2024.

Join our Administrative Office in Hays, KS! Great Paid Benefits & More. Monday thru Friday 8 AM to 5 PM. Proficiency with Google+ Systems including Google Docs, Spreadsheets, other Google Products, and multi-line phone coverage preferred. Starting Wage $/hour. Wage increase contingent on experience. 

Responsible for general clerical duties, which include answering phone calls and email messages, ordering supplies, making sure office equipment is in good working order, and entering information in the computer.

Essential Functions
Process incoming/outgoing communications via telephone, personal visits, email, taking messages and ensuring positive public relations for DSNWK and the assigned departments.
Responsible for processing mail daily, including opening and date stamping mail, as applicable.  Responsible for being a backup for mail pick up from the post office in the mornings, as needed. 
Responsible for data entry for Fiscal Services Manager.
Responsible for reserving agency vehicles and managing the fuel tickets.
Responsible for reserving conference and training rooms for interagency and public.
Responsible for making hotel and travel arrangements as directed.
Responsible for keeping inventory and ordering agency-wide stationery, envelopes, forms and colored paper.
Responsible for doing a monthly inventory of the COVID-19 Personal Protective Equipment. 
Responsible for ordering supplies for the copy room and reception area.
Responsible for managing the NAEIR orders and submitting purchase requisitions.
Responsible for creating letters regarding usage of the agency credit card.
Responsible for keeping the phone and kitchen duty list up-to-date.
Responsible for ordering flowers and sending out cards as directed.
Responsible for taking care of the copiers and fax machine end-of-month reports, maintenance, and ordering supplies.
Responsible for getting mail out every day and taking care of the postage machine, end-of-month report, maintenance, postage, and supplies.
Responsible for processing staff vehicle usage sheets.
Responsible for updating the Maintenance Work Order Spreadsheet with information from the Completed Maintenance Work Order Response.
Responsible for completing the Safety Inspection bi-monthly and the monthly emergency light tests and submit to the Safety Officer.
Responsible for entering internal and external inspections in the Inspection Tracker database and filing the documentation. Review inspections and drills for compliance with DSNWK's policies and with State laws and notify the Safety Officer or the Director of Administrative Services of areas where drills and inspections are not in compliance with DSNWK policies.
Responsible for entering purchase requisitions for the Facilities Services Manager. 
Maintain, purchase or order supplies as needed for the Administrative Offices and at times for safety related items as needed agency wide. 
Ensure there are sufficient supplies for the Administrative Office's kitchen, bathrooms, and for the cleaning crew.

Other Responsibilities
Complete other duties as assigned by the Director of Administrative Services.
Will have access to PHI and EPHI of individuals required to perform clerical support for management and professional staff.
This position is not subject to the two year training period as defined by KPERS.

Job Specifications
Education - High School Diploma or GED required. Two years experience in lieu of Associates Degree in secretarial or business, preferred.
Experience - Two years secretarial experience. Working knowledge of Google Docs, Spreadsheets, other Google Products, and multi-line phone coverage preferred.
Extent of physical effort required - Routine job requirements. Little if any behavior or other physical intervention.

Other Requirements
Ability to work in a fast paced office with multiple distractions.
Ability to take initiative to respond to tasks needing to be completed, follow directions and needs little follow-up from the supervisor.
Use of professional business demeanor (quiet, low voice volume, controlled conversation, ability to keep communication on a professional level, etc.)
Able to exercise good judgment and discretion in handling confidential information.
Valid driver's license.
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Administrative Support Specialist
Full Time
Murrae Rebarchek
Jan 30, 2024
Apr 11, 2024
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