Administrative Specialist (Secretary III)

$36,400 - $36,400/Yr

State of Kansas

Part-time,Full-time - Entry Level

Executive, Legislative, and Other General Government Support

About the position

The Office of the Kansas Attorney General (OAG) is seeking an Administrative Specialist (Secretary III) to join our Public Protection Division. This full-time position is based in Topeka, Kansas, and is classified as unclassified (at-will). The role is essential in providing administrative support and customer service in a high-volume environment, where the individual will handle numerous telephone, mail, email, and in-person contacts with the public daily. The selected candidate will be integral to our mission of investigating scams, mediating and prosecuting violations of consumer protection acts, and providing helpful information to consumers on various topics. In this position, the Administrative Specialist will be responsible for answering multi-line telephones promptly and courteously, assessing the information needs of callers and visitors, and directing them to appropriate resources. The role requires taking accurate messages and relaying information to the appropriate OAG staff member or external entity. The individual will also assist in receiving and sorting incoming mail, processing daily correspondence, and managing consumer complaint files in our electronic document management system. This position demands a strong focus on customer service and the ability to work effectively in a team environment. Additional responsibilities include assisting assistant attorneys general in providing accurate information to requestors under the Kansas Open Records Act, performing data entry, mass mailings, filing, and maintaining office supplies. The role may also involve additional duties as assigned by supervisors, ensuring flexibility and adaptability in a dynamic work environment.

Responsibilities

• Answer multi-line telephones promptly and courteously.
• Assess information needs of callers/visitors and direct them to appropriate resources.
• Take accurate messages and relay information to the appropriate OAG staff member, division, or external entity.
• Assist in receiving and sorting incoming postal, express and building mail delivery to the agency.
• Process daily incoming and outgoing correspondence for the division through mail, email and fax.
• Open and scan incoming consumer complaint file correspondence in accordance with division procedures.
• Input data to open, close or update a consumer complaint case file in the electronic document management system.
• Route consumer complaint file correspondence to the appropriate staff using the electronic document management system.
• Assist with various administration functions including accurate data entry, mass mailings, filing, proofreading, office supply maintenance, publication requests or other administrative assignments as needed.
• Assist assistant attorneys general in providing accurate information to requestors as directed under the Kansas Open Records Act.

Requirements

• High school diploma or GED.
• Minimum of three (3) years of work experience in a general office, clerical, or administrative role.
• Reception experience including operation of multiple-line telephone system(s).
• Experience in a customer service oriented work environment.
• Strong proficiency in Microsoft Office (Word, Excel, Outlook) and Adobe Acrobat.
• Familiarity with an electronic case management system.

Nice-to-haves

• Bilingual skills, especially Spanish-speaking.
• Formal education in office technology, office administration, or related fields.

Benefits

• Health insurance
• Dental insurance
• Vision insurance
• Military leave
• Parental leave
• Employee discount
• Bereavement leave