Job Description

Important Recruitment Information for this vacancy:

• Job Posting is open until filled

Governor's Office

About the Position:

• Who can apply: Anyone
• Classified/Unclassified Service: Unclassified
• Full/Part-time: Full-Time
• Regular/Temporary: Regular
• FLSA Status: Non-Exempt
• Work Schedule: Monday-Friday 8:00 am to 5:00 pm
• Eligible to Receive Benefits: Yes
• Veterans’ Preference Eligible: Yes

Compensation:

• Hourly Salary Range: $21.63
• Annual Salary Range: $45,000.00

Note: Salary can vary depending upon education, experience, or qualifications.

Employment Benefits:

• First day of employment coverage under the State Employee Health Plan (SEHP) for medical and prescription drug coverage and dental plan.
• Additional voluntary options including vision, hospital indemnity, accident and critical illness insurance plans and flexible spending accounts.
• SEHP members and their covered family members have access to the HealthQuest Health Center at 9th and Kansas Avenue in Topeka for in person and virtual health care services.
• Sick & Vacation leave
• Work-Life Balance programs: parental leave, military leave, jury leave, funeral leave
• Paid State Holidays (designated by the Governor annually)
• Employee discounts with the STAR Program
• Retirement and deferred compensation programs

Visit the Employee Benefits page for more information

Position Summary & Responsibilities:

The Kelly-Toland Administration (the “Administration”) seeks to create an inclusive and collaborative environment where hardworking, energetic and talented individuals work together, on behalf of the people of Kansas, to make our state the best place to live, work and raise a family.

Position Summary

The Accounting Specialist (the “specialist”) advances the Administration’s priorities and values by serving in a critical role for the Governor and the Chief Operating Officer (COO). The position performs paraprofessional accounting work in the maintenance, review and reconciliation of financial records to ensure compliance with accepted accounting principles and standards. Work may involve performing a wide variety of routine accounting and bookkeeping tasks in an agency with limited fiscal programs, participating in the work of a unit within a centralized accounting operation, or acting as an assistant to the COO or Chief of Staff (COS) in the supervision of a phase of a larger fiscal operation. The specialist also helps maintain the office’s purchasing cards (e.g. ‘P-Cards’), fleet cards, K-Tags and ensures prompt payment and accounting of all bills and invoices.

The coordinator is based in the Governor’s executive offices in the statehouse, Topeka, Kansas, and reports to the COO.

Core Responsibilities:

• Maintains the office’s day-to-day financial records by reviewing budget information, purchase requisitions, vouchers, receipts and other documents.
• Enters data onto computer spreadsheets, ledgers, worksheets and other forms and helps coordinate, as applicable, between the Division of Budget (DOB), State Service Center or the Department of Administration (DOA) to maintain accurate and updated financials.
• Compares data contained in a variety of financial records in order to detect errors/discrepancies.
• Reconciles accounts/records and extracts and compiles information from records as required.
• Monitors budgets by reviewing fund balances and reporting overages and shortages to supervisors, the COO and the COS.
• Assists the COS in budget preparation by compiling necessary information manually or by using computer-based records pertaining to budgets, accounts, inventories and other financial operations.
• Completes forms or writes narrative reports, as necessary, and prepares financial information for COO and COS.
• Coordinates accounts payable activities with the purchasing function; reviews transactions for documentation of obligation, payment authorization, timely payment, and accurate recording; confers with vendors.
• Monitors grant budgets and fiscal records; informs other agency employees about accounting procedures, policies, rules and regulations; clarifies federal and state policies and procedures.
• Assists in coordinating travel for all staff, including but not limited to, rental cars, hotel reservations, airline tickets and travel approval and reimbursement.
• Receive, record, track and store all gifts to the Governor in accordance with applicable state laws.
• Collect, track and compile receipts for all P-Cards across offices (e.g. Governor’s office, LT. Governor’s office, Governor’s residence, external divisions, etc.) to be reconciled with DOB and OAR, as applicable.
• Complete purchase orders and invoices for the Governor’s office.
• Maintains and replenishes office supply inventories; responsible for working with the State Printer and ordering all stationary, envelopes and business cards for the Governor’s office/staff.
• Assist, as necessary, staff that are coordinating events in the Governor’s Ceremonial Office, including: page pictures, group photos, proclamations, bill and Executive Order signings.
• Special projects, as assigned, by the Governor, COS or COO.

Core Expertise:

Assist the COS and COO with and/or proactively plan, lead and execute budgeting and scheduling that align with, articulate, support and reinforce key messages, priorities, initiatives and Administration values, as well as influence a positive culture and engaged workforce.

• Must demonstrate a strong and self-motivated personality, with attention to detail, confident decision-making and problem-solving skills.
• Must have a strong Microsoft Office background, specifically experience with Excel.
• Should possess familiarity with (or a willingness to learn) the state’s Statewide Management, Accounting and Reporting Tool (e.g. SMART System). SMART is the system used to manage finances, procurement and reporting.
• Must possess an ability to listen and communicate clearly, fluently and diplomatically verbally and in writing.
• The specialist must also remain flexible, resilient, calm and present a professional image. They must also maintain the ability to plan, organize, prioritize, and accomplish daily work activities under time constrains, frequent interruptions and often under deadline.
• Must be a self-starter and work well independently with a minimum amount of direction and/or supervision.

Other Duties as Assigned:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Travel:

This position does not require regular travel. However, some (limited) local, in-state or regional travel individually or with the Governor/Lieutenant Governor may be required. Travel of this nature may occur in official state vehicle(s) and/or executive aircraft and typically concludes within the same business day, as practical.

Education and Experience:

• One year of experience in finance, accounting, business administration or auditing support work is required.
• Bachelor’s degree in a related field is ideal but not required. Education may be substituted for experience.
• Excellent interpersonal, oral and written communication skills, the ability to work well under pressure and balance multiple tasks of high priority.
• Must be discreet, possess independent judgement and maintain a keen attention to detail.
• As part of standard hiring process for new employees, employment with the Kelly-Toland Administration will be contingent upon successful completion of a background check and a state-law required drug test.

Work Environment:

This position operates in a fast-paced and professional office environment with noise levels that are usually moderate. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; use hands and fingers to handle, feel or type; and reach with hands and arms.

The office maintains an official workday from 8:00 AM to 5:00 PM, Monday through Friday. This position is required to be accessible 24-hours a day and may be required, occasionally, to work long hours, nights or weekends. The specialist is an unclassified state employee.

Post Offer Requirement:

Kansas Tax Clearance Certificate : A valid Kansas Tax Clearance Certificate is a condition of employment for all employees of the State of Kansas. Applicants (including non-residents) who receive a formal job offer for a State job, are required to obtain a valid Tax Clearance within ten (10) days of the job offer. A Tax Clearance can be obtained through the Kansas Department of Revenue who reviews individual accounts for compliance with Kansas Tax Law.

If you have a missing tax return(s) or you owe taxes to the State of Kansas, please know that the Kansas Department of Revenue will work with you. The Kansas Department of Revenue can set you up on a payment plan to receive a Tax Clearance so you can get a job working for the State of Kansas. The Kansas Department of Revenue can be contacted at 785-296-3199 . Kansas Department of Revenue - Tax Clearance Frequently Asked Questions

Recruiter Contact Information:

• Name : Hope Stover
• Email : dofapersonnel@ks.gov
• Mailing Address : Department of Administration Personnel Office, 900 SW Jackson, Room 401-N, 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.
• 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 jobs.ks.gov : “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:

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

Upload these on the Attachments step in your Job Application:

• Cover Letter
• Resume

Helpful Resources at jobs.ks.gov : “How, What, & Where do I Upload Documents”

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.

Learn more about claiming Veteran’s Preference

How to Claim Disability Hiring Preference

Applicants that have physical, cognitive and/or mental disabilities may claim an employment preference when applying for positions. If they are qualified to meet the performance standards of the position, with or without a reasonable accommodation, they will receive an interview for the position. The preference does not guarantee an applicant the job, as positions are filled with the best qualified candidate as determined by the hiring manager.

Learn more about claiming Disability Hiring Preference

PLEASE NOTE : The documentation verifying a person's eligibility for use of this preference should not be sent along with other application materials to the hiring agency but should be sent directly to OPS. These documents should be sent either by fax to (785)296-7712, scanned and emailed to Gustavo.Victoriano@ks.gov, or can be mailed/delivered in person to:

ATTN: Disability Hiring Preference Coordinator
Office of Personnel Services
Landon State Office Building
900 SW Jackson, Rm 401
Topeka, KS 66612

Equal Employment Opportunity:

The State of Kansas is an Equal Opportunity Employer. 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.

Job Tags

Hourly pay, Full time, Temporary work, Part time, Work at office, Local area, Monday to Friday, Flexible hours, Night shift, Weekend work,

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