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Office Specialist II

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Kansas State University

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Location:
United States , Hays

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Category:
Office Administration

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Contract Type:
Employment contract

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Salary:

14.54 - 18.00 USD / Hour
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Job Description:

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.

Job Responsibility:

  • Provide comprehensive administrative support for the Western Kansas Research-Extension Centers (WKREC)
  • 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, FedEx, 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

Requirements:

  • Requires one year of relevant experience
  • Valid driver's license

Nice to have:

  • Bachelors degree in business or management
  • Two years of experience in general office, clerical or administrative support work
  • Ability to communicate effectively in spoken and written English and project a positive public image
  • Ability to establish and maintain effective working relationships with other employees and clientele
  • Working knowledge of office management principles, office reporting, record keeping, and budgeting and the ability to apply these principles to office operations
  • Ability to understand and organize tasks and projects based on complex instructions, both written and oral
  • Skills in operating computers to enter and manipulate data using menu- or command-driven software
  • Ability to prepare data tabulations and reports, make standard arithmetic computations, and maintain complete, accurate records of specific operations
  • Ability to extract, analyze and transmit complex technical information from various sources
  • Working familiarity with scientific terminology and jargon associated with agricultural research
  • Proficiency with standard computer office software (word processing, spreadsheets, database management, publishing/presentation)
What we offer:
  • health and life insurance
  • retirement plans
  • generous paid time off

Additional Information:

Job Posted:
March 04, 2026

Expiration:
March 13, 2026

Employment Type:
Fulltime
Work Type:
On-site work
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