State of Kansas
Administrative Assistant Job at State of Kansas in Auburn
State of Kansas, Auburn, KS, United States
Office of Information Technology Services (OITS)
Our employees are our most valuable resource, pivotal to our success. OITS is dedicated to fostering a work environment that values work-life balance. With the state's generous paid time off, including holidays, this ensures our employees have the time they need to rejuvenate. We actively support our team's professional growth through tuition and certification reimbursement, empowering them to pursue their career aspirations. With sample opportunities for continued learning, we prioritize career and leadership development and mentorship. OITS is a great place to work, come join our team!
Verification of identity and employment eligibility to work in the United States is required by federal law. For a list of acceptable documents that establish these criteria, please refer to the federal Form I-9 . OITS does not provide sponsorships for this position.
E-Verify: The Office of Information Technology Services (OITS) participates in E-Verify and will provide the federal government with your I-9 information to confirm that you are authorized to work in the U.S. For additional information regarding E-Verify, please click here . For additional information regarding Immigrant and Employee Rights (IER) please click here .
Office of Information Technology Services
About the Position:
Annual Salary/Hourly Rate:
Position Summary:
The Administrative Assistant provides high-level administrative support to the Executive Branch Chief Information Security Officer (CISO) and the State Information Security Office (KISO). This role is critical to ensuring the smooth operation of the CISO's office by managing a wide range of administrative tasks and facilitating communication and coordination within KISO and with external stakeholders.
Core Responsibilities:
Communication and Coordination
Disclaimer: Due to security requirements related to system access, the following will result in disqualification for this position: Felony Convictions, Felony Deferred Adjudication, Class A Misdemeanor Deferred Adjudication, Class B Misdemeanor Convictions less than 10 years, an Open Arrest for Any Criminal Offense (Felony or Misdemeanor ).
Employment Benefits:
In addition to the starting salary, the State of Kansas offers a significant benefits package that is available the first day of employment. All benefits eligible, full-time employees may elect to enroll in:
Visit the Employee Benefits page for more information...
Recruiter Contact Information:
Job Application Process:
Job Application Process:
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.
__________________________________________________________________________
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:
Disability Hiring Preference | Kansas Department of Administration (ks.gov)
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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.
Our employees are our most valuable resource, pivotal to our success. OITS is dedicated to fostering a work environment that values work-life balance. With the state's generous paid time off, including holidays, this ensures our employees have the time they need to rejuvenate. We actively support our team's professional growth through tuition and certification reimbursement, empowering them to pursue their career aspirations. With sample opportunities for continued learning, we prioritize career and leadership development and mentorship. OITS is a great place to work, come join our team!
Verification of identity and employment eligibility to work in the United States is required by federal law. For a list of acceptable documents that establish these criteria, please refer to the federal Form I-9 . OITS does not provide sponsorships for this position.
E-Verify: The Office of Information Technology Services (OITS) participates in E-Verify and will provide the federal government with your I-9 information to confirm that you are authorized to work in the U.S. For additional information regarding E-Verify, please click here . For additional information regarding Immigrant and Employee Rights (IER) please click here .
Office of Information Technology Services
About the Position:
- Who can apply: Anyone
- Classified/Unclassified Service: Unclassified
- Full/Part-time: Full Time
- Regular/Temporary: Regular
- Eligible to Receive Benefits: Yes
- Veterans' Preference Eligible: Yes
- This position is eligible for OITS's hybrid work program. The candidate must work in the office three days a week. The supervisor and business needs will determine the hybrid schedule.
Annual Salary/Hourly Rate:
- $50,000 - $59,000/annual
Position Summary:
The Administrative Assistant provides high-level administrative support to the Executive Branch Chief Information Security Officer (CISO) and the State Information Security Office (KISO). This role is critical to ensuring the smooth operation of the CISO's office by managing a wide range of administrative tasks and facilitating communication and coordination within KISO and with external stakeholders.
Core Responsibilities:
Communication and Coordination
- Answer phone calls professionally and courteously, welcome visitors, and direct them appropriately.
- Manage the CISO's inbox, handle vendor access, and coordinate conference and symposium registrations.
- Draft, edit, and proofread communications, presentations, and professional letters on behalf of the CISO.
- Assist with contract reviews and manage document and vendor administration.
- Coordinate key state-level events, such as the Governor's Cabinet and Non-Cabinet Agency Cyber Summit, the Kansas Cyber Summit, and the Kansas Cyber Critical Infrastructure Summit.
- Liaise with business unit and agency project managers, as well as other executive assistants.
- Proactively locate and secure speaking and media opportunities for the CISO at conferences, events, and across various media outlets.
- Organize and maintain confidential files, documents, and records related to cybersecurity initiatives, policies, and projects.
- Track performance management requirements, including professional licenses, certifications, and credentials for KISO staff.
- Maintain the KISO calendar and contact list, including emergency contacts, and update documentation in Bold Planning.
- Track Continuing Education Units (CEUs) and professional development hours for license and certification renewals for KISO staff.
- Assist with the management of membership renewals for professional organizations for KISO staff.
- Assist with the coordination and publication of the KISO/OITS monthly newsletter.
- Coordinate updates to the KISO Facebook page and act as a backup for KISO website changes.
- Assist with paperwork for new hire requests and provide feedback to HR on interviews.
- Collect, compile, and report information needed for the CITO and the Governor.
- Coordinate with HR for KISO interviews, collect feedback, and provide it to HR.
- Manage administrative supplies and inventory, including ordering office supplies and processing monthly orders.
- Assist in the management of GETS/WPS enrollment and ensure proper user access.
- All other duties as assigned.
- Strong ability to prioritize tasks, manage multiple responsibilities simultaneously, and meet deadlines in a fast-paced environment.
- Demonstrated ability to adapt to rapidly changing priorities and work effectively under pressure.
- Meticulous attention to detail, especially in the preparation and review of documents and correspondence.
- Excellent written and verbal communication skills, with the ability to convey complex information clearly and concisely.
- Strong emotional intelligence, with the ability to maintain professionalism and effective communication in all situations, particularly during high-stress or sensitive interactions.
- Strong interpersonal skills, with the ability to interact effectively with all levels of staff and external partners.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software tools (e.g., project management software).
- Familiarity with information security terminology and concepts is a plus.
- Ability to handle sensitive information with the highest level of confidentiality and discretion.
- Ability to anticipate needs, identify issues, and develop proactive solutions to support the CISO and KISO effectively.
- Proactive and self-directed in managing tasks and responsibilities.
- Knowledge of, or willingness to gain, an understanding of state government operations and structures to effectively support the CISO and state-level cybersecurity initiatives.
- Understanding of the basics of information security, cybersecurity, or IT management is beneficial.
- Professional certifications such as Certified Administrative Professional (CAP) or Project Management Professional (PMP) are preferred.
- A high school diploma or GED is required, coupled with significant relevant experience in an administrative assistant or administrative support role.
- A bachelor's degree in business administration, Information Technology, Communications, or a related field is preferred.
- At least five (5) years of experience in an executive assistant or high-level administrative support role, preferably in a government, IT, or information security environment.
- Demonstrated experience supporting senior executives, with responsibilities including calendar management, document preparation, and high-level communications.
- Prior experience working in a highly confidential environment, such as legal, healthcare, or government sectors, where discretion and the handling of sensitive information were critical.
- Experience working with Microsoft Office Suite and other relevant software tools, such as project management or document management systems.
- Experience coordinating projects, events, or large meetings, including managing logistics, communications, and follow-up actions.
Disclaimer: Due to security requirements related to system access, the following will result in disqualification for this position: Felony Convictions, Felony Deferred Adjudication, Class A Misdemeanor Deferred Adjudication, Class B Misdemeanor Convictions less than 10 years, an Open Arrest for Any Criminal Offense (Felony or Misdemeanor ).
Employment Benefits:
In addition to the starting salary, the State of Kansas offers a significant benefits package that is available the first day of employment. All benefits eligible, full-time employees may elect to enroll in:
- 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
- Employee discounts with the STAR Program
- Retirement and deferred compensation programs
Visit the Employee Benefits page for more information...
Recruiter Contact Information:
- Name: Brenda Cripps
- Email: OITS_Recruitment@ks.gov
- Mailing Address: 900 SW Jackson St, Room 803, Topeka, KS 66612
- On the My Job Applications page, verify these documents are present and valid. Upload or delete and upload new if needed.
- DD214 (if you are claiming Veteran's Preference)
- Inside your Job Application upload these documents:
- Resume (or choose existing if you have one)
- Cover Letter
Job Application Process:
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
- NOTE: This information is included on all your job applications
- Upload required documents listed above for the Careers> My Job Applications page
- NOTE: 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
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.
__________________________________________________________________________
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:
Disability Hiring Preference | Kansas Department of Administration (ks.gov)
__________________________________________________________________________
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.