Overview
7369 Project – Administrative Assistant Jobs in Newark, NJ at PSEG
Important Recruitment Information for this vacancy
Job Posting closes: 4/6/2025
Required documents uploaded by: 4/6/25
Agency Information:
Laid out on a 78-acre campus, Larned State Hospital (LSH) is the largest psychiatric facility in the state serving the western two-thirds of Kansas with nearly 1,000 employees and the capacity to treat more than 450 patients daily, 24-hours a day, seven days a week. LSH is accredited by The Joint Commission (TJC) and certified by the Centers for Medicare and Medicaid Services (CMS).
https://www.kdads.ks.gov/state-hospitals-and-institutions/larned-state-hospital
About the Position
Classified/Unclassified Service: Classified
Full-Time/Part-Time: Full-Time
Regular/Temporary: Regular
Work Schedule: M-F 8-5
Eligible to Receive Benefits: Yes
Veterans’ Preference Eligible: Yes
Search Keywords: Sr. Admin. Specialist
Compensation: $17.39/hour
TEMPORARY additional pay of $2.50/hr. for every hour worked.
$1,000 Sign-On Bonus after 90 days of employment for any new hire.
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 (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:
This position provides clerical support to the Engineering Department that includes Physical Plant Supervisors, Facility Maintenance Supervisors, Equipment Mechanic Supervisor, and Grounds Maintenance Supervisor. The duties within this position comprise of general office duties along with specialized tasks associated with the functioning of the various subsections of Engineering: Physical Plant, Motor pool, Carpentry, Plumbing, HVAC, Paint Shop, and Grounds. Additional specialized tasks include monitoring of department policies and procedures, compliance with regulatory standards, and assisting with internal department performance improvement needs.
Job Responsibilities may include but are not limited to the following:
Clerical Duties
Answers, screens, and routes phone calls that are received within the Engineering Department.
Greets and assists visitors and contractors that come to the Engineering Department by giving information or directions, within policy.
Dispatches maintenance staff who are needed to respond to emergency repairs.
Responsibilities involve exposure to confidential or technical information. Compiles reports, enters data, furnishes information, schedules meetings, and prepares agendas.
Reviews and screens work order/repair request which are received by email or phone and initiate work-order requests in the Proteus System including the work order need, identifying the priority level, and assignment specific subsections of the department to carry out the task.
Monitors the completion rates and timeliness of work orders submitted to Engineering Staff including follow up with individuals who request status on work orders submitted. Communicates work order delays, completion issues, or productivity concerns to the Physical Plant Supervisor Specialist for further assessment.
Assists the Physical Plant Supervisor Specialist in overseeing staff coverage for the department and re-directing delegation of work orders tasks based on coverage available within the department for a particular day.
Perform general clerical duties to include but not limited to: photocopying, ordering office supplies, mailing, and filing.
Maintains the organization and cleanliness of the main Engineering Department Office.
Obtains and manages the incoming and outgoing mail for the department.
Prepares work-orders using building maintenance software.
Creates spreadsheets and database tables on work order requests, per area, as well as tracking of commonly reported issues observed across the campus.
Maintain current forms or easily access current forms per intranet as needed to support engineering department supervisors to perform all aspect of documentation; memorandums, letters, evaluations, preventive maintenance information and any other requests that might arise.
Prepares complex reports which require previous knowledge of department procedures. Reports to include: types of work orders requested, timeliness/completion rates,
Processes information from various Engineering subsections for preventative maintenance needs on equipment throughout Larned State Hospital.
Print maintenance & preventative maintenance reports for each department as needed, assist other LSH departments in printing reports as needed. Print monthly outstanding work-order reports for all engineering departments.
Enter preventative maintenance work-order information into the building maintenance software program.
Print out reports for other departments on LSH, Kansas Fire Marshal, or other outside agencies requesting information on maintenance performed.
Department Policies, Procedures & Performance Improvement Duties
Maintains the oversight of the departmental policies and procedures including monitoring for due dates of triennial reviews that are due.
Collaborates with the Physical Plant Supervisor Specialist on any policy updates that are needed within the department outside of standard review times.
Maintains awareness of departmental policies and procedures and assists with auditing of these procedures for compliance by department members. Expresses concerns to the Physical Plant Supervisor Specialist following audits.
Collaborates with the Environmental Safety Officer and completes inner department Environmental of Care assessments to monitor for compliance with regulations and guidelines.
Monitors for compliance with any action plans in place as a result of auditing by entities such as KDHE, KSFM, TJC, CMS, etc.
Gathers and tracks the departmental data associated with the Engineering Dashboard. Prepares data within spreadsheet and discusses with Physical Plant Supervisor Specialist prior to review with Support Services Executive Committee (SSEC).
Assists with the development and tracking method of any performance improvement projects identified by the Physical Plant Supervisor Specialist.
Other
Participates in Department Meetings.
Assists with campus wide audits, survey readiness tasks, and mock drills/surveys
Assists in developing departmental trainings such as PowerPoint or identifying pre-existing trainings pertinent to the Engineering Department.
Qualifications
Minimum Qualifications:
Three 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:
Post-Offer, Pre-employment Requirements:
Ability to pass a KBI background.
Recruiter Contact Information
Name: Mitchell Smith
Email: [email protected]
Phone: 620.285.4383
Mailing Address: 1301 KS Hwy 264, Larned, KS 67550
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
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 [email protected], 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.
Title: 7369 Project – Administrative Assistant
Company: PSEG
Location: Newark, NJ
