Administrative Specialist - Mail & Reception

The Kansas Public Employees Retirement System is located in Topeka, Kansas.

KPERS is not just about pensions – we are about people! We provide disability and death benefits to protect public employees while they are still working and guarantees them lifetime benefits when they retire. Our membership includes people from all walks of life in a variety of jobs with one thing in common - serving Kansans.

KPERS is looking for a customer focused Administrative Specialist to process mail and back up the receptionist. This position will provide administrative support to carry out the critical mission of the agency. Our staff communicates frequently with other staff in the agency, members, employers, and other who contact the Retirement System.

Closing Date

Friday, March 28, 2025

Responsibilities

Serves as primary mail handler including sorting, organizing, processing and distributing mail. Includes preparing large batches of mail for distribution and using automated equipment to sort incoming and outgoing mail.

Act as primary backup to the Retirement System's receptionist. Responsible for greeting customers and callers in a friendly and professional manner. Responsible for screening callers and visitors by asking questions and gathering pertinent information to route the customer/caller to appropriate staff. Responsible for setting customer appointments and monitoring schedule of appointments with Benefits and Member Services' staff to ensure that customers have a positive experience.

Performs routine data entry of documents and applications for various units within the Division. Reviews forms for accuracy and completeness. Enters appropriate data into the information technology system. Requires working knowledge pension administration system and Retirement System processes, rules and procedures. May require several steps and analysis of data to identify fact patterns and required actions.

Performs administrative support duties to assist with workflow and efficiency of one or more functions within the Division. Duties and tasks may vary greatly on day-to-day basis.

Performs other duties and special projects as assigned to meet the objectives of the Benefits and Member Services Division and the Retirement System.

Education Required

High school diploma required. College degree or coursework in business administration, public administration or related field is preferred. Experience may be substituted for education as determined relevant by the Retirement System.

Experience Required

One year of experience in general office, clerical or administrative support work. Proficiency speaking Spanish is a plus. Education may be substituted for experience as determined relevant by the Retirement System.

Skills and Abilities

• Commitment to providing high quality customer service.
• Listens, understands, and responds to others with courtesy, tact and empathy.
• Ability to work effectively within a team.
• Ability to maintain control and composure during difficult and stressful situations.
• Punctual and regular work experience with excellent time management.
• Strong attention to detail.
• Accurate typing skills with ability to verify data by comparing it to source documents.
• Strong organizational skills.
• Ability to communicate effectively, verbally and in writing, with a diverse customer base.
• Ability to maintain positive working relationships with a diverse group of people.
• Proficiency in Microsoft Office products.

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.

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.

To protect the personal health information of candidates, the Kansas Department of Administration tracks disability preference for all State agencies. Health information is not collected at the individual State agency level. Therefore to receive Disability Preference – applicants must apply for this job through the State of Kansas Careers Center at https://admin.ks.gov/offices/personnel-services/jobs. The Kansas Department of Administration will inform KPERS of your preference. View all jobs, then filter by our name – Ks Public Employees Retirement System.

Learn more about claiming Disability Hiring Preference on the Kansas Department of Administration website.

How to Claim Veterans Preference

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.

The Kansas Department of Administration tracks veteran's preference for all State agencies. This information is not collected at the individual State agency level. Therefore to receive Veteran's Preference – applicants must apply for this job through the State of Kansas Careers Center at https://admin.ks.gov/offices/personnel-services/jobs. The Kansas Department of Administration will inform KPERS of your preference. View all jobs, then filter by our name – Ks Public Employees Retirement System.

Learn more about claiming Veteran’s Preference Learn on the Kansas Department of Administration website.