New job Senior Administrativ Assistant in Kansas

Senior Administrativ Assistant
Senior Administrativ Assistant

Senior Administrativ Assistant

Company : The State of Kansas
Salary : $13.61 an hour
Location : Kansas

Full Description

Important Recruitment Information for this vacancy

  • Job Posting closes: September 15, 2021

  • Required documents uploaded by: September 15, 2021

Agency Information:

Kansas Department of Health and Environment:

Our agency head is Secretary Lee Norman, who was appointed by Gov. Kelly in Jan 2019. We are made up for three divisions: Public Health, Environment, and Health care finance (which includes KanCare). We are the only agency in the nation to have these three entities under one roof. This allows us to take a holistic approach to the health and well-being of all Kansans.

About the Position

  • Who can apply: Anyone (External)

  • Classified/Unclassified Service: Unclassified

  • Full-Time/Part-Time: Full-Time

  • Regular/Temporary: Regular

  • Work Schedule: Monday-Friday, 8am-5pm (Flexible schedules available)

  • Eligible to Receive Benefits: Yes

  • Veterans' Preference Eligible: Yes


  • Hourly Pay Range: $13.61 Pay Grade 19 (steps 4 - 12)

  • Salary can vary depending upon education, experience, or qualifications.

Employment Benefits

  • Comprehensive medical, mental, dental, vision, and additional coverage

  • Sick & Vacation leave

  • Work-Life Balance programs: parental leave, military leave, jury leave, funeral leave

  • Paid State Holidays (designated by the Governor annually)

  • Fitness Centers in select locations

  • Employee discounts with the STAR Program

  • Retirement and deferred compensation programs

Position Summary & Responsibilities

Position Summary:

The Division of Health Care Finance has a Senior Administrative Assistant opening. This position (K0229677) receives and processes documents from mail, e-mail, and fax to create and assign cases in the PMDT and other associated systems. Processing incoming referrals from the KanCare office. Scanning and linking of documents. Review documents for accuracy and completion. Properly route documents and cases with 100% accuracy. Assign cases to Case Development Staff including specialized cases. Maintain scanning equipment. Establish and maintain workflow instructions for the assigned desk . Answer multi-line phones in conjunction with other staff logged in to the phone system. Communicate one-on-one with consumer for assistance completing applications by phone or in person. Perform backup duties for case development including data entry, retrieving and assessing medical evidence, requesting medical records from providers, follow-up calls, and workflow queues. Daily office closure, ensuring all areas meet HIPAA requirements.

Job Responsibilities may include but are not limited to the following: Perform duties in support of daily general office operaton: Process incoming mail; open, date stamp, scan, lookup case numbers to add to the document. Scan and link medical records received by mail and route cases. Scan decisions and invoices. Send replacement authorizations when we receive unusable copies. Forward documents received in error. Obtain new mailing address for returned mail. Work closely with program and administrative specialists to coordinate work activities. Prepare vendor invoices by marking the case number and worker initials. Verify that the invoice is not a duplicate. Reserve problem invoices for further review. Batch invoices for final approval. When needed, scan and link the invoices. Invoices will be processed no less than twice per week. The oversight of this function is with the Department Supervisor. Maintain scanning equipment, including documentation of maintenance. Prior to leaving daily, prepare the office for the next day; making sure all PHI is put away, phones are logged out, copiers and common work areas are ready for the next business day.


  • Education:

    • High School, GED

  • Licensing & Certification:

    • 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.

  • Minimum Qualifications:

    • One year of experience in general office, clerical and administrative support work. Education may be substituted for experience as determined relevant by the agency.

  • Preferred Qualifications:

    • This department adjudicates disability cases for persons applying for KanCare benefits. Medical background is preferred: Medical records, terminology, or medical office experience or course work.

    • One year experience with medical records release of information

    • One year experience with medical terminology

    • One year of medical office experience

    • Course work in medical office administration

    • Organization and time management skills are key.

    • Attention to detail and accuracy are critical.

    • Some post-secondary education

    • Word, Excel, PowerPoint, Outlook

    • Proofreading, editing, attention to detail

    • Independent judgment and initiative

    • Outstanding customer service

    • Effective communication

    • Ability to research and compile information

Recruiter Contact Information

  • Name Sharon Dew

  • Email:

  • Mailing Address: 1000 SW Jackson St. Suite 580 Topeka, KS 66612

Job Application Process

  • First Sign in or register as a New User.

  • Complete or update your contact information on the Careers> My Contact Information page. *This information is included on all your job applications.

  • Upload required documents listed below for the Careers> My Job Applications page. *This information is included on all your job applications.

  • Start your draft job application, upload other required documents, and Submit when it is complete.

    • Manage your draft and submitted applications on the Careers> My Job Applications page.

  • Check your email and My Job Notifications for written communications from the Recruiter.

    • Email – sent to the Preferred email on the My Contact Information page

    • Notifications – view the Careers> My Job Notifications page

Helpful Resources at “How to Apply for a Job – Instructions” and “How to Search for a Job – Instructions"

Required Documents for this Application to be Complete

Upload these on the Careers - My Job Applications page

  • Tax Clearance Certificate

  • Transcripts

  • DD214 (if you are claiming Veteran’s Preference)

Upload these on the Attachments step in your Job Application

  • Resume

  • Cover Letter

Helpful Resources at “How, What, & Where do I Upload Documents” and “Save Tax Clearance Certificate as a PDF”

Kansas Tax Clearance Certificate Required: Each applicant (even non-residents) 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. 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. All applicants, including current state employees, 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 785-296-3199.

How to Claim Veterans Preference

Veterans' Preference Eligible (VPE): Former military personnel or their spouse that have been verified as a "veteran"; under K.S.A. 73-201 will receive an interview if they meet the minimum competency factors of the position. The veterans' preference laws do not guarantee the veteran a job. Positions are filled with the best qualified candidate as determine by the hiring manager.

Equal Employment Opportunity

The State of Kansas is an Equal Opportunity Employer. We value diversity, equity, and inclusion as essential elements that create and foster a welcoming workplace. All qualified persons will be considered for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, political affiliation, disability or any other factor unrelated to the essential functions of the job.

If you wish to identify yourself as a qualified person with a disability under the Americans with Disabilities Act and would like to request an accommodation, please address the request to the agency recruiter.