Location: Shawnee,KS, USA
Job Posting
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Important Recruitment Information for this vacancy:
* Job Posting closes: Open until filled
Governor's Office
About the Position:
Who can apply: Anyone
Classified/Unclassified Service: Unclassified
Full-Time/Part-Time: Full-time
Regular/Temporary: Regular
Work Schedule: 8:00 am to 5:00 pm, Monday through Friday
Eligible to Receive Benefits: Yes
Veterans' Preference Eligible: Yes
Compensation:
* Compensation will be based upon the candidate's education, experience, and/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:
Cabinet Affairs Executive Assistant
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.
The Cabinet Affairs Executive Assistant (the Executive Assistant ) advances the Administration's priorities and values by serving in a mission-critical role for the Deputy Chief of Staff and Director of Regulatory Affairs (the Cabinet Affairs team ). The Executive Assistant maintains the Cabinet Affairs team's calendars and is responsible for coordinating all meetings, events, and travel for the team. The Executive Assistant also serves as the conduit for connecting the Cabinet Affairs team with cabinet secretaries, other government representatives and other Governor's Office divisions with the goal of ensuring regular operations of state government.
The Executive Assistant also assists the Cabinet Affairs team in communicating and coordinating with other members of the governor's staff through monitoring flow of information and, where necessary, directing pertinent information to responsible staff members and cabinet agency staff members. They also assist on special projects assigned by the Chief of Staff, Deputy Chief of Staff, Director of Regulatory Affairs, or Special Assistant to the Chief of Staff.
The Executive Assistant is based in the governor's executive offices in the statehouse, Topeka, Kansas, and reports to the Deputy Chief of Staff.
Core Responsibilities
* Perform administrative tasks to support the Cabinet Affairs team, including managing scheduling requests, taking notes in meetings, and handling incoming phone calls, emails, and physical mail.
* Maintain a comprehensive list of action items and follow up tasks for the Cabinet Affairs team, by attending meetings and monitoring emails for new items and progress. Develop processes to capture and track action items to ensure work is completed in a timely and comprehensive manner.
* Assist in reviewing and assessing information from agencies and preparing memos for review by the Governor and senior staff.
* Compile the agency's weekly briefing books for the Cabinet Affairs team and deliver prior to the end of the day on Friday.
* Process and track salary request letters as they are received from agencies.
* Serve as primary liaison to the Cabinet Affairs team for Governor and Lt. Governor's Office, agencies, stakeholders/dignitaries and other Governor's Office divisions to ensure the team receives all relevant and appropriate information.
* Maintain flexibility to constantly changing schedules and external demands.
* Ensure the Governor's and Cabinet Affairs team's decisions and preferences are carried out and adhered to (when appropriate).
* Remain current and understand current events and how they might impact the Governor's Office.
* Read news clips and social media each day and understand current political issues/sensitivities.
* Understand and be familiar with all necessary emergency protocols, as appropriate.
* Special projects, as assigned, by the Chief of Staff, Deputy Chief of Staff, Director of Regulatory Affairs, or Special Assistant to the Chief of Staff.
Core Expertise
The Executive Assistant must:
* Demonstrate a strong and self-motivated personality, with attention to detail, confident decision-making, and problem-solving skills.
* Assist the Cabinet Affairs team to monitor deadlines on projects and ensure completion of projects.
* Possess an ability to listen and communicate clearly, fluently, and diplomatically orally and in writing.
* Remain flexible, resilient, and calm and present a professional image. They must also maintain the ability to plan, organize, prioritize, delegate, and accomplish daily work activities under exacting time constrains, frequent interruptions and often under deadline.
* Be a self-starter and work well independently with a minimum amount of direction and/or supervision.
* Act as a thought partner to the Cabinet Affairs team and Governor's Office staff.
* Act as a gatekeeper for the Cabinet Affairs team, monitoring information flow and ensuring the team is made aware of issues as they come up.
Leadership
* Be an engaged learner and team player within the Governor's Office.
* Demonstrate the ability to be a self-starter and work independently to achieve assigned tasks. Maintain flexibility to ever-changing and evolving schedules, events and projects and keep all stakeholders informed of the changes.
Planning
* Be prepared to answer questions pertaining to requests and existing appointments in preparation of the meetings.
* People management skills, including the ability to anticipate if a development needs to be brought to the immediate attention of the Cabinet Affairs team.
Creativity
* Continually look for ways to communicate more effectively with and among the Governor's Office and state agencies.
Public Relations
* Take requests for meetings from various individuals and groups, informing such individuals of changes in the Cabinet Affairs teams' schedule that may make them unavailable for previously scheduled events.
Organizational
* Understand the vision of the Administration and organize the assigned tasks in a way that best reflects those priorities.
* Solicit information from departments and leadership to organize and plan in a timely manner. Possess the ability to synthesize information and express complex concepts in a clear and compelling manner.
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 other Governor's Office staff 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. Some out-of-the-area and overnight travel may be required, but is not anticipated.
Education and Experience
* Associate degree (or higher) in a related field or equivalent experience.
* Experience in administration, public policy, government, or a related field is preferred but not required.
* 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 Governor's office maintains an official work day of 8:00 AM to 5:00 PM, Monday through Friday. However, this position is expected to be accessible 24-hours a day and may be required, occasionally, to work long hours, nights or weekends.
The Executive Assistant is an unclassified state employee.
Recruiter Contact Information:
* Name: Kim Warren
* Email: ...@ks.gov
* Mailing Address: Department of Administration Personnel Office, 900 SW Jackson, Room 401-N, Topeka, KS 66612
Job Application Process:
Submit cover letter and resume to Kim Warren at ...@ks.gov.
Required Documents for this Application to be Complete:
Include with your resume:
* DD214 (if you are claiming Veteran's Preference)
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)###-####, scanned and emailed to ...@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. 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.