Administrative Assistant

Definition and Examples of Work

• Complete payroll reports for IMC, TAC, and KHP personnel.
• Maintain schedules for Turnpike Assist and KHP personnel.
• Enter bi-monthly time and activity information for Troopers.
• Assist in managing and ordering supplies for IMC, TAC and KHP personnel.
• Process photos from Troopers for submission to KHP headquarters.
• Receive and disseminate subpoenas and KORA requests to Troopers and other KTA personnel, as necessary.
• Assist customers with questions relating to citations and other incidents occurring on the turnpike.
• Assist other KTA employees in need of information from citations or incidents for filing claims by completing and sending appropriate reports.
• Act as a liaison between KTA employees in the field and KTA employees at headquarters.
• Answer incoming phone calls or emails for the department and responding or forwarding appropriately.
• Prepare and send routine electronic communications to other KTA employees.
• Maintain financial, inventory or other records including both electronic and paper files.
• Assists with business events.
• Assist KTA and KHP personnel by notarizing documents when needed.
• Additional duties may be assigned as business needs require.               

Latitude and Impact of Position

This position works independently and as part of a team, including providing input and problem solving with others to complete tasks. Negotiation and persuasion is used with internal and external customers and vendors. Decision making is typically done in conjunction with others. Successful completion of job tasks impacts customer satisfaction and external company image.

Work Environment

The work environment described here is representative of the general work environment for the position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Primarily works in office environment while using computers and related peripherals and other office equipment.

QUALIFICATION

Required Knowledge, Skills and Abilities

• Proficient with Microsoft Office Suite.
• Good verbal communication skills, including in-person and via phone.
• Ability to compose business communications.
• Ability to work on multiple projects concurrently.
• Ability to prioritize tasks.
• Must handle confidential information.
• Ability to manage self and organize tasks to meet deadlines.
• Must be able to use computer, phones and related office equipment, such as printer, fax and scanner.

Preferred Knowledge, Skills and Abilities

• College courses or associate's degree in business or related.
• Familiarity with JD Edwards timekeeping software.
• Familiarity with the State of Kansas SHARP Payroll System.
• Familiarity with KHP Time and Activity System.
• Understanding of the KHP software to assist internal and external customers.

Required Education and Experience

• High school diploma or equivalent.

Physical requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Frequent standing/walking and sitting required.
• Occasionally required to bend/twist, kneel/squat and climb and balance on stairs or ladders to reach overhead with hands and arms.
• Must be able to hear, talk and distinguish between sound tones.
• Must be able to see at both close (20 inches or less) and distance (20 feet or more); with the ability to adjust focus.
• Must have the ability to identify and distinguish colors and/or shapes.
• Occasionally required to lift and carry up to 50 pounds.
• Occasionally required to push or pull up to 50 pounds.

Other Requirements

• Occasional overtime to meet deadlines