Office Specialist II

Office Specialist II

Kansas State University

The College of Agriculture seeks an Office Specialist II to provide general administrative support to the head of the Western Kansas Research-Extension Centers and play a pivotal role in the smooth operation of the Agricultural Research Center in Hays. Responsibilities and duties are among the most important at the center and are essential to accomplishing its research mission.

• Provide comprehensive administrative support for the Western Kansas Research-Extension Centers (WKREC).
• Primary responsibilities are based at the Hays Research Center, with occasional support provided to the Garden City and Colby locations.
• Process, route, and track paperwork for review, proofreading, approval, and signature prior to submission to main campus.
• Originate routine correspondence; design, edit, and proofread handouts, brochures, and other materials for field days, outreach events, and special projects.
• Log, archive, and maintain scientific reprints, historical publications, and research reports.
• Maintain calendars and schedules; sort and distribute mail; prepare outgoing shipments using USPS, UPS, Fed Ex, and other carriers.
• Order, monitor, and maintain supplies including letterhead, branded materials, inventory tags, calendars, and other office resources.
• Serve as initial point of contact for internal and external telephone calls, route inquiries appropriately and screen calls and visitors.
• Coordinate communication and services among research projects, farm operations, maintenance personnel, and faculty using phone and email.
• Utilize standard office practices, modern office equipment, word processing and design software, and university policies and procedures to ensure efficient operations.
• Serve as the local human resources liaison for faculty and staff by answering questions and coordinating with the Division of Human Resources regarding personnel matters, benefits, and payroll issues.
• Coordinate recruitment, hiring, onboarding, and orientation for unclassified, classified, student, and temporary employees.
• Prepare and process documentation related to hiring, promotions, transfers, terminations, and changes in appointment status, ensuring compliance with university policies and procedures.
• Prepare, submit, and audit payroll documents including timekeeping records, leave reporting, pay adjustments, and funding changes to ensure accurate and timely compensation.
• Maintain personnel records, both active and archived, ensuring confidentiality and accuracy.
• Prepare documents for annual employee evaluations and transmit completed evaluations to the Division of Human Resources in a timely manner.
• Maintain and manage the fixed asset inventory for all capital and non-capital movable property in compliance with K.S.A. 75-3729, using physical inventory verification. Record all asset acquisitions and dispositions in the fixed asset database and prepare required monthly and annual inventory reports.
• Coordinate and manage student housing assignments, including occupancy tracking, housing records, move-in and move-out processes, and serving as a point of contact for housing-related inquiries.
• Manage key distribution and access control for offices, laboratories, facilities, housing units, conference rooms, and equipment; maintain accurate key inventories and access records.
• Schedule, coordinate, and manage auditorium and conference room reservations for internal and external events; generate confirmation notices, maintain usage logs, and prepare rental invoices as applicable.
• Maintain, verify, and transmit computerized weather records; compile monthly and annual summaries and distribute reports to the National Weather Service, National Oceanic and Atmospheric Administration (NOAA), state climatologist, media outlets, public agencies, and private entities upon request.
• Maintain and update a variety of computerized databases and spreadsheets including weather data, personnel training records, pesticide licensing and certification, historical position data, water sampling records, auditorium usage, and key assignments.

We’re proud to be recognized as one of the nation’s top ag schools. It’s an outgrowth of our dedication to advancing the science of agriculture and the art of teaching. Our faculty truly care about students, colleagues and the world we serve. Every day, we put our hands and minds together to work on better ways to achieve sustainability, feed billions, build agribusinesses and improve lives with thoughtful, well-researched use of plants, animals, numbers and words.

Visit our website to learn more, (Use the "Apply for this Job" box below)./

This position is On-site. All employees must reside in the United States.