Administrative Assistant

Position Overview

This position provides general office support to programs and projects associated with the Kansas University Center on Developmental Disabilities.  This position is responsible for maintaining the office environment, maintaining office equipment, state vehicles and ordering of materials for individual projects, correspondence, and filing.

Job Description

35% – Place and receive orders & process for payment, for multiple projects at Life Span Institute (LSI)/ Parsons and additional project staff other areas of the state. Order and keep general office supplies available for all projects in our building, as well as project specific orders of supplies, computers, printers, software and resources. When ordering check for best price as well as best quality, when appropriate, as well as follow all federal, state, & university accounting and bookkeeping practices and keep current with state contracts and purchasing rules. Utilize contract with vendors, unless product not available through approved vendor. Place orders the same day permission granted and after business office has encumbered the order.  As appropriate ship supplies direct to person requesting otherwise shipped to that person the same day (off site staff) received. Keep a copy of PO on computer and in hardcopy file. If shipped to another address keep in contact with person(s) requesting the purchase to ascertain date of receipt and upon receipt of product and packing slip, document this information to process it for payment. Track orders, if not received in a reasonable amount of time call the vendor and confirm receipt of the order and estimated date of arrival. When orders arrive check them in, verifying quantity and quality. Deliver to person requesting item(s). File invoice, upon receipt of invoice date stamp it and send to business office along with all documentation of the purchase. Assist in fiscal transactions. Make sure all orders are encumbered & authorized before placing orders. Check supplies often and order accordingly. Make appropriate changes to keep PO’s documents current and distributed them to staff that use them.

20% – General office duties: Answer telephone calls, greet guests, etc. Assist projects at LSI/Parsons with needed office support. Assist PSH&TC clients/residents when they enter our area. Call and assist pick-up of recycled paper for shredding by PSH&TC clients/residents. Submit and follow-up on work orders for building maintenance and supplies and special requests. Make sure plates, cups, coffee and etc are kept in stock in the kitchen for staff and meetings.  Assist in keeping building neat and clean. Lock doors and check building at night, making sure lights, coffee pot and machines are turned off.

10% – Assist multiple project staff in dissemination of documents, resources, assembling packets, copying, preparing bulk mailings, etc.  Support projects during staff illness/maternity leave or other unique situations.  Type/print shipping label and/or envelopes as needed, and manage incoming and outgoing mail. Make sure all outgoing mail is presented in a professional and timely manner.  Assist projects with any specific support as needed and learn specific duties related to the project and carry those out as needed and as efficiently as possible.

10% – Complete appropriate paper work for travel reimbursement as requested for the staff, speakers, guests, and consultants. Provide information to the traveler in advance of the travel consisting of what is needed upon return in order to expedite reimbursement.

10% – Maintain office machines such as copier, fax, postage machine, printers, etc.  Order any needed supplies for these machines and keep on hand. Assist personnel from multiple projects in the operation of these machines.

10% – Make sure all outgoing mail is appropriately packaged, sealed with appropriate postage, and charged to the correct projects.  After posting mail take it to the pick-up point and pick-up incoming mail for projects and distribute.  Maintain state cars for staff use.  Schedule maintenance & detailing.  Maintain car logs and car books. Keep track of maintenance due/done, tire wear, and cleaning.  Pull gas tickets from books weekly and car logs pulled and totaled first of each month.  Remove the monthly car logs from car books, total the miles per project.  Make copies for files, send originals to the business office.

5% – The first of each month run reports on building copier.  Manage bulk mail account for separate projects for proper balances. Keep totals for each project, and balance with the Post Office.  Request funds from projects when needed.  Prepare & process purchase order for project funds and upon receipt of funds from Lawrence, deposit in account.

Travel Time is <25%

Position Requirements

Work Location: Parsons, Ks/Research Center/101/620-421-6550 ext. 1885

Required Qualifications

High school diploma or G.E.D equivalent, as demonstrated in application materials.

Minimum of one year of office experience working with word processing, spreadsheet, presentation and/or database software, as demonstrated in application materials.

Demonstrated ability to communicate through written communication as demonstrated through application materials and cover letter.

 Evidence of organizational skills as demonstrated through completeness of application materials, cover letter, and work history.

Minimum of one year experience of providing services involving interaction with the public, as demonstrated in application materials.

Preferred Qualifications

AA, Bachelors, or advanced degree or equivalent in Business, Office Management, Information Management or related field.

One year of experience within the last 3 working with Macintosh computers and experience in word processing, spreadsheet, or database software.

Minimum of three or more years experience working with word processing, spreadsheet, presentation/and or data base software.

Minimum of one or more years experience in ordering supplies and paying invoices.

Minimum of one or more years experience in bookkeeping.

Contact Information to Applicants

Laura Hanigan; [email protected]

Additional Candidate Instruction

A complete application will include a cover letter and a resume. Apply online and submit a letter describing your qualifications for this position. Only complete applications will be considered.

Review of applications begins on October 12, 2022 and continues as needed to collect a pool of qualified applicants.  To ensure consideration, apply before the application review date.

Advertised Salary Range

FT: 32,000-35,000 annual rate PT: 16,000-17,500

Application Review Begins

12-Oct-2022

Anticipated Start Date

17-Oct-2022

Primary Campus

University of Kansas, Parsons

Employee Class

U-Unclassified Professional Staff

Work Schedule

M-F; 8am – 5pm

Job Family

Administrative Support-KUL

Conditions of Employment

Contingent on Funding

Work Location Assignment

On-Site

Disclaimer

The University of Kansas prohibits discrimination on the basis of race, color, ethnicity, religion, sex, national origin, age, ancestry, disability status as a veteran, sexual orientation, marital status, parental status, gender identity, gender expression, and genetic information in the university’s programs and activities. Retaliation is also prohibited by university policy. The following persons have been designated to handle inquiries regarding the nondiscrimination policies and are the Title IX coordinators for their respective campuses: Director of the Office of Civil Rights & Title IX, [email protected], Room 1082, Dole Human Development Center, 1000 Sunnyside Avenue, Lawrence, KS 66045, 785-864-6414, 711 TTY (for the Lawrence, Edwards, Parsons, Yoder, and Topeka campuses); Director, Equal Opportunity Office, Mail Stop 7004, 4330 Shawnee Mission Parkway, Fairway, KS 66205, 913-588-8011, 711 TTY (for the Wichita, Salina, and Kansas City, Kansas medical center campuses).