Executive Assistant/Office Manager

Job Posting Kansas State Board of Indigents' Defense Services (SBIDS) Our mission is to fulfill the constitutional promise of a zealous defense by providing our clients with team-based advocacy that champions their human dignity and achieves just outcomes on their behalf. SBIDS Current Job Openings About the Position: * Who can apply: Anyone * Classified/Unclassified Service: Unclassified * Full/Part-time: Full-Time * Regular/Temporary: Regular * Work Schedule: Monday-Friday 8:00 a.m. - 5:00 p.m. * Eligible to Receive Benefits: Yes * Veterans' Preference Eligible: Yes Compensation: * Salary Range: $20.19 - $29.33 per hour Note: Salary can vary depending upon education, experience, or qualifications. 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 * Employee discounts with the STAR Program * Retirement and deferred compensation programs Visit the Employee Benefits page for more information Position Summary: The Kansas State Board of Indigents' Defense Services (BIDS) is accepting applications for the position of Executive Assistant/Office Manager in the Administrative Office of the State Board of Indigents' Defense Services in Topeka, Kansas. We are looking for dynamic, detail-oriented Executive Assistant who are passionate about the importance of public defense and are interested in aiding our efforts to support all BIDS employees, assigned counsel, and clients through the work of the Administration Office. This is an in-office role, and employees are expected to work from the office full-time. This position provides high-level administrative support to the Executive Director and the Office of the Executive Director. Responsibilities include scheduling internal and external meetings; coordinating in-state and out-of-state travel, lodging, and related expense reimbursements; and preparing purchase requisitions for travel encumbrances. The position manages and monitors multiple email accounts, maintains an external contact database, and documents office expenses. The Executive Assistant coordinates speaking engagements, prepares presentations, and assists in planning internal and external events, including handling registrations, RSVPs, facilities, catering, and materials. The role also requires accurate meeting note taking, professional communication skills, and the ability to direct constituent concerns to the appropriate staff. Job Responsibilities: The BIDS Administrative Office Executive Assistant is a lead administrative specialist in the office, and will be assigned the duties of an office manager. The Executive Assistant may also be required to take on a leadership position among the administrative specialists in the agency, including training of others, assigning and scheduling projects, and overseeing and reviewing work within the office's administrative specialist team. Additionally, this position serves as the first point of contact for the Office of the Executive Director, courteously greeting guests, screening calls, and ensuring responsive customer service. The Executive Assistant exercises independent judgment and discretion while maintaining a detailed understanding of agency programs and priorities to support the Executive Director effectively. It is expected that the duties of the Executive Assistant will include the following: * Answer phone calls, take messages, and route phone calls on multi-line system. Provide information to callers and visitors, when appropriate, in a courteous and efficient manner. * Open and distribute incoming mail. Greet and direct office visitors. * Accurately maintain office calendaring system for the Executive Director and the office. * Plan, coordinate, and arrange meetings with multiple agencies or individuals. * Reserve and set up conference rooms and meeting locations. * Make travel and lodging arrangements for Administration Office staff. * Requires accurate meeting notes. * Develop and establish records and filing systems for internal use. * Prepare personnel transactions and maintain record of personnel actions. * Prepare accounts and reports as required by the State of Kansas SMART system. * Oversee the stock of office supplies, equipment, and forms. Order and purchase supplies and equipment. Coordinate maintenance of office equipment. * Perform basic bookkeeping duties as preparing billings and vouchers. Review purchase orders, vouchers, bills and forms related to payment for goods and services. * Provide lead work guidance to administrative staff coworkers. * Other duties as assigned by the Executive Director and designated Assistant Director. Qualifications: Education * Minimum of a high school diploma or equivalent Licensing & Certification * Must have a valid driver's license Minimum Qualifications * Three years of experience in general office, clerical and administrative support work. Knowledge, Skills, and Abilities: * Develop the skills necessary to complete the tasks required, and become proficient in managing a range of tasks for the Executive Director, and other staff. * Work independently and manage their time to complete tasks in an efficient manner. * Respectfully interact with colleagues, clients, outside attorneys and staff. * Attention to detail. * Highest standards of professional conduct. Keenly developed and uncompromising set of personal and professional ethics. Recruiter Contact Information: * Name: Shawn Keeling * Email: bidsrecruiter@ * Phone: 785-296-6631 * Mailing Address: 700 SW Jackson Street, Suite 500 Topeka, KS 66603 Job Application Process * Cover letter * Resume * List of three professional references * If you are claiming Veteran's Preference, please also include your DD214 Ensure you upload all required documents during the application process. If you have any further questions please contact: Shawn Keeling Human Resources Professional, Administration Office State Board of Indigents' Defense Services Application deadline: Applications will be considered on a rolling basis, open until filled. 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 Post-Offer/Pre-employment Requirements Kansas Tax Clearance Certificate required: In accordance with Executive Order 2004-03. Each applicant (even non-residents) who is selected for a State of Kansas job vacancy must apply for a Tax Clearance Certificate within 10 days from the date of the offer letter by accessing the Kansas Department of Revenue's (KDOR) website at . If you need assistance with the tax clearance, please contact KDOR at (785)296-3199 or by email at 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 at the following link: Disability Hiring Preference | Kansas Department of Administration (ks.gov). 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 , 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.

Created: 2025-09-27