Document Control Specialist

The Kansas Department of Health and Environment is hiring a Document Control Specialist for the Office of Vital Statistics in Topeka. This full-time, in-office role involves answering telephone inquiries, processing amendment/adoption requests, and ensuring proper documentation is received. The position offers a flexible schedule and benefits, with an hourly pay rate of $17.78. Applications are open to anyone until June 19, 2025.
Job Posting

Important Recruitment Information for this vacancy

Job Posting closes:June 19, 2025

Required documents uploaded by:June 19, 2025

Kansas Department of Health and Environment:

Our agency is led by Secretary Janet Stanek, who was appointed by Gov. Kelly in Dec 2021. KDHE is comprised of three divisions: Public Health, Environment, and Health Care Finance (which includes the State’s Medicaid program, KanCare). We are the only agency in the nation to have these three entities under one roof which allows us to take a holistic approach to improving and protecting the health and well-being of all Kansans.

About The Position

Who can apply: Anyone (External)

Classified/Unclassified Service: Unclassified

Full-Time/Part-Time: Full-Time

Regular/Temporary: Regular

Work Schedule: Monday-Friday, 8am-5pm (Flexible schedules available)

Eligible to Receive Benefits: Yes

Veterans' Preference Eligible: Yes

Compensation:
• Hourly Pay Range:$17.78

Employment Benefits

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 (designated by the Governor annually)

Fitness Centers in select locations

Employee discounts with the STAR Program

Retirement And Deferred Compensation Programs

Visit the Employee Benefits page for more information…

Position Summary & Responsibilities

Position Summary:

The position (K0233253)

The Kansas Department of Health and Environment has a Document Control Specialist opening in Topeka. This position is with the Office of Vital Statistics and will be strictly in office. The incumbent in this role will answer the Amendment Unit’s main telephone line and is responsible for the intake and accuracy of mailed in amendment/adoption requests.

Job Responsibilities may include but are not limited to the following:

Answers complex telephone calls for the Amendment Unit. Ask appropriate questions in order to answer customer questions regarding amendment/adoption requests or direct calls to the proper unit and/or person within Vital Statistics.Responds to inquiries concerning requests for amendments/adoptions that have been previously made to this office by utilizing the audit trail and interpreting data recorded to determine if a transaction has been received and what action has been taken by this office. Determines when it is necessary to advise the applicant of the need to provide additional documentation and what type (additional ID, legal document, authorization releases, etc.) in order for this office to proceed with their request. Check Amendment Unit voicemail at least 4x a day. Return calls to ensure the customer has been assisted and their questions have been answered. Maintain a detailed knowledge of Vital Statistics state statutes, regulations, rules, procedures, and office policies governing certificate amendments.

Proofreads each received request to ensure proper documentation has been received.Responsibility of deciding what documentation is acceptable to properly finish each request.Responsible for deciding if the included funds are correct or if more funds are needed.Decide if all parts of the request are included, if not this position will contact each customer and indicate to the customer what documentation is needed to correctly complete the request. This position will input requests received by mail into a daily spreadsheet for CSU to key into VitalTrak. Ensure that CSU receives all checks/money orders by 8:30 AM each day; ensure that CSU receives all cash payment by 2:30 PM each day.

Qualifications
• Education:
• High School, GED
• Licensing & Certification:
• Valid Driver's License - Incumbent is required to have and maintain a valid driver's license when operating a state vehicle, a private vehicle, or a rental vehicle for the benefit of the State.
• Minimum Qualifications:
• Two years of experience in general office, clerical and administrative support work. Education may be substituted for experience as determined relevant by the agency.
• Preferred Qualifications:
• Mail room/mail sorting experience.
• Experience handling customers by phone.
• Experience with confidential information.
• Strong oral and written communication skills.
• Customer service experience.
• Proofreading, editing, attention to detail.
• Word, Excel, PowerPoint, Access.
• Post-Offer, Pre-employment Requirements:
• In accordance with K.S.A. 65-2402(b), any person offered a position of employment in the Office of Vital Statistics will be required to be fingerprinted and to submit to a state and national criminal history record check for the purpose of identification verification and the determination of the applicant's eligibility to perform tasks within the Office of Vital Statistics.

Recruiter Contact Information

Name: Ashley Webb

Email: Ashley.Webb@ks.gov

Mailing Address:1000 SW Jackson St. Suite 580 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. *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

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

Transcripts

DD214 (if you are claiming Veteran’s Preference)

Upload these on the Attachments step in your Job Application
• Resume
• Cover Letter

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. 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.