Special Assistant to UI Director

Title: Special Assistant to UI Director

Location: Location Shawnee County

Job ID 219982

Full/Part Time

Full-Time

Agency Department of Labor

Job Description:

The Kansas Department of Labor (KDOL) assists in the prevention of economic insecurity through unemployment insurance and workers compensation, by providing a fair and efficient venue to exercise employer and employee rights, and by helping employers promote a safe work environment for their employees. This facilitates compliance with labor laws while enabling advancement of the economic well-being of the citizens of Kansas.

At KDOL, our employees are our most valuable resource. We encourage our employees to grow and advance by participating in job shadowing/training opportunities within KDOL. We value work-life balance and offer flexible schedules and telework opportunities.

As a quickly growing agency, we are always looking for passionate, talented and creative people to join our team. If you're looking for a challenge that will lead you to the next level of your career, you've found the right place. Come grow with us!

About the Position

• Who can apply: External
• Classified/Unclassified Service: Unclassified
• FLSA Status: Non-Exempt
• Full-Time/Part-Time: Full-Time
• Work Schedule: Monday - Friday, 8:00am - 4:30pm
• Eligible to Receive Benefits: Yes
• Veteran and/or Disability Preference Eligible: Yes. See below for description.
• Office Location: Hybrid potential. Position requires onsite work in Topeka for at least six months; after that period, the employee may be eligible to telework up to two days per week.
• Application Due: Sunday, March 29, 2026
• Compensation: $20.00 - 23.13 / hour *The wage is commensurate with the candidate's qualifications.

Employment Benefits

• First day of employment coverage under the State's comprehensive medical and prescription drug coverage and dental plan.
• Additional voluntary options including vision, hospital indemnity, accident and critical illness insurance plans and flexible spending accounts.
• Retirement and deferred compensation programs
• Sick & Vacation leave
• Work-Life Balance programs: parental leave, military leave, jury leave, funeral leave
• Paid State Holidays (designated by the Governor annually)
• Employee discounts with the STAR Program
• We celebrate employee appreciation and host socializing events

Visit the Employee Benefits page for more information…

Position Summary & Responsibilities: Special Assistant to UI Director

The Unemployment Insurance Division is seeking a highly organized, proactive, and detail-oriented Special Assistant to the Director to support executive operations in a fast-paced, mission-driven environment. This position plays a critical role in ensuring the effective operation of the UI Director's office while supporting major initiatives related to program administration, fiscal management, and grant development. The Special Assistant serves as a key coordination point across leadership, fiscal staff, and program teams.

The ideal candidate is a polished communicator, strong problem-solver, and trusted professional who thrives in dynamic environments and exercises sound judgment when handling confidential information. This role offers a unique opportunity to work directly with senior leadership and gain exposure to public sector management, policy implementation, and grant administration.

Key Responsibilities

Executive & Administrative Support

• Manage the Director's calendar, correspondence, and scheduling to ensure efficient time management and timely communication.
• Draft, proofread, and format professional correspondence, reports, presentations, and briefing materials.
• Coordinate meetings, prepare agendas, and document meeting minutes and action items.
• Serve as the primary administrative support for the Director's office.

Operational Coordination

• Support daily office operations including records management, document tracking, and administrative workflows.
• Monitor project timelines and assist with coordination across multiple initiatives.
• Track deadlines and ensure timely completion of deliverables across teams.
• Provide administrative support during program reviews, audits, and reporting cycles.

Grant & Budget Support

• Assist with preparation and submission of grant proposals, reports, and compliance documentation.
• Support tracking and reconciliation of grant-related budgets and financial documentation.
• Coordinate with fiscal and program teams to compile data for reports, performance metrics, and planning.

Professional Discretion & Stakeholder Coordination

• Maintain strict confidentiality when handling sensitive information.
• Serve as a liaison between the Director and internal staff, agency leadership, and external partners.
• Ensure professional and responsive communication across stakeholders.

Special Projects

• Support strategic projects and assignments on behalf of the Director.
• Contribute to initiatives that improve operational efficiency and program effectiveness.

Required Skills & Qualifications

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and ability to quickly learn new systems.
• Excellent written and verbal communication skills.
• Strong organizational and time-management skills with exceptional attention to detail.
• Ability to manage multiple priorities and work effectively under tight deadlines.
• Demonstrated professionalism, discretion, and sound judgment.
• Knowledge of office administration, records management, and administrative processes.

Minimum Requirements

• Minimum of four (4) years of administrative experience in a professional office environment. Verifiable experience must be in a fast paced, multi-tasking position, particularly with Microsoft Office.
• High school diploma or equivalent.
• Typing speed of 50+ words per minute.

Preferred Qualifications

• Experience providing administrative or operational support within a legislative office or similar governmental setting, including work involving legislation, grant administration, budgeting, or fiscal operations.
• Familiarity with Unemployment Insurance programs or Kansas Employment Security Law.

Pre-Employment Requirements:

• Pre-employment background screening
• State of Kansas Tax Clearance Certificate. The successful applicant (even non-residents) must obtain a valid Kansas Certificate of Tax Clearance by accessing the Kansas Department of Revenue's website within 10 days of the date the applicant has been offered the employment position. A Tax Clearance is a comprehensive tax account review to determine and ensure that an individual's account is compliant with all primary Kansas Tax Laws. A Tax Clearance expires every 90 days. This is in accordance with Executive Order 2004-03. If you need assistance with the tax clearance, please contact (785) 296-3199. Visit the Tax Clearance site for more information on and where to obtain this Kansas Department of Revenue document.

Contact Information

Name: Office of Human Resources

Email: KDOL.HumanResources@ks.gov

Mailing Address: 401 SW Topeka Blvd., Topeka, KS 66603

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.
• Check your email and My Job Notifications for written communications from the Recruiter.

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

• Résumé
• Cover Letter
• DD FM 214 (if you are claiming Veteran's Preference)

Helpful Resources at jobs.ks.gov: "How, What, & Where do I Upload Documents"

Preference Eligibility:

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

2024 Senate Bill 333 creates an employment preference for qualified job applicants that have physical, cognitive and/or mental disabilities when applying for state jobs. The preference is available to individuals who are not currently working for the State of Kansas who apply for a State job, as well as to current State employees who apply for a different job or promotion.

Learn more about claiming Disability 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 either by fax, email or post office mail as indicated:

These documents should be sent by fax to (785) 296-7712, scanned and emailed to Gustavo.Victoriano@ks.gov, or can be mailed or delivered in-person to:

ATTN: Disability Hiring Preference Coordinator

Office of Personnel Services

Docking State Office Building

915 SW Harrison St Suite 260

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.