Communication Assistant- Classified

Colorado Department of Education – What We Do 
The Colorado Department of Education (CDE) provides leadership, resources, support, and accountability to the state's 184 school districts, 1,886 schools, over 53,000 teachers, and over 3,200 administrators to help them build capacity to meet the needs of the state's approximately 905,000 public school students. In addition, CDE provides structural and administrative support to the Colorado School for the Deaf and the Blind and the Charter School Institute.

As the administrative arm of the State Board of Education, CDE is responsible for implementing state and federal education laws, disbursing state and federal funds, holding schools and districts accountable for performance, licensing all educators, and providing public transparency of performance and financial data.

CDE is a values-based agency that serves students, parents, and the general public by protecting public trust through ensuring adherence to laws, strong stewardship of public funds, and accountability for student performance.

CDE strives to incorporate five core values that we uphold in our work internally and externally.   If you come to CDE, be prepared to incorporate Integrity, Equity, Accountability, Trust, and commitment to Service in what you do.

The State of Colorado strives to create a Colorado for All by building and maintaining workplaces that value and respect all Coloradans through a commitment to equal opportunity and hiring based on merit and fitness. The State is resolute in non-discriminatory practices in everything we do, including hiring, employment, and advancement opportunities.

Why Work For CDE
The work we do is rewarding and impacts the students, families, educators, and communities across Colorado. Our leadership also promotes a culture that puts families and self-care as a priority. Along with meaningful work and an environment that puts employees first, the state also offers rich benefits that intend to make us an Employer of Choice!
The following is a summary of the benefits we offer:

• Flexible work schedules and flexible workplace options that may include flexible working hours, working from home, working in the office, and/or a hybrid working environment.
• Premier medical, dental, vision, and dependent life insurance options. All with a generous employer contribution keeping employee costs as low as possible.
• Employer paid short-term disability and life insurance
• Up to 160 hours of Paid Family Medical Leave (PFML)
• 11 paid holidays per year
• Competitive vacation and sick leave accruals
• Retirement through the Public Employees Retirement Association (PERA) www.copera.org
• Employer paid RTD Eco Pass (certain restrictions may apply)
• Paid professional development opportunities

A wide salary range is posted for this position and any job offer is based upon a salary analysis to comply with the Colorado Equal Pay for Equal Work Act. The salary analysis considers relevant experience, education, certifications, and state seniority as compared to others doing substantially similar work. While most salary offers are made within the posted range, occasionally an offer is made below or above the posted range based upon this salary analysis.Work Environment:

• Office hours are typically Mon-Fri, 8 am-5 pm
• Extended hours during the evening or the weekend may be required by business needs
• Commute to workplace daily
• Essential Functions (ADAAA)
  • LIGHT/Office environment:
    • Required to sit, view a computer screen, and utilize a keyboard and mouse for extended periods of time
    • May be required to lift and move up to 10 lbs of force frequently or 20 lbs occasionally 
    • Required lifting, bending, stooping, pushing, walking, etc.
    • Light work usually requires walking or standing to a significant degree
      
  • DL Not Required: Required to independently obtain and determine means to complete travel requirements. (For positions that only report to CDE locations and can use public transportation to complete that.)

Position Summary:

The position is the receptionist for the Colorado Department of Education, answering the department’s main phone lines, assisting callers, and connecting members of the public with the appropriate teams and resources. In carrying out this work, the position applies knowledge of and interprets established department policies, processes, program-specific guidelines, and reference materials to resolve issues, answer questions, provide information, and determine the appropriate response or referral. As a highly visible point of contact for both internal and external customers, this position is responsible for providing responsive, professional, and high-quality customer service and contributing to a welcoming and well-organized environment. 

The position also provides program and administrative support for the division. The role coordinates day-to-day functions including purchasing, travel, mail and email, scheduling, and meeting logistics, and applies established procedures to resolve routing operational issues and help ensure efficient division operations. 

Major Duties and Responsibilities:

• Job Duty A: CDE Receptionist (60%)

  Brief Duty Description

  This role serves as CDE’s receptionist and the first point of contact for most stakeholders and community-members reaching out to the agency through the main phone line and email address. The position applies and interprets established department policies, processes, program-specific guidelines, and reference materials to resolve problems, answer questions, provide information, and determine the appropriate CDE office, staff member, or external resource based on the circumstances of each inquiry.

  Examples of Regular, Ongoing Decisions

  As part of these duties, this role will:

  • Review the nature of inquiries and determine the appropriate CDE office, program, staff member or external resource by applying established department routing procedures. 
  • Interpret and explain established CDE information, including department services, program responsibilities, office locations, staff contacts, and available website resources.
  • Identify and provide contact information to callers regarding other state or federal departments as necessary when an inquiry falls outside of CDE’s authority.
  • Maintain and updates CDE reference materials and incoming call protocol to ensure information remains accurate and current.
  • Trains other administrative personnel to provide back-up phone coverage and explain referral procedures.
  • Review and respond to inquiries received through CDE’s main email address, resolve questions using established department information and program guidance, and determine the appropriate referral when additional assistance is needed.
  • Receive and distribute mail delivered by IDS. Maintain mailroom organization for 201 E Colfax Ave and informs the appropriate departments of any changes made.

• Job Duty B: Division Operations and Coordination – 35%

  Brief Duty Description

  The position coordinates recurring administrative and operational activities for the division and CDE. The position applies applicable department policies and fiscal procedures, determines how assigned operations will be completed, monitors deadlines and details, and resolves scheduling, purchasing, travel, meeting and logistical issues within established processes. 

  Examples of Regular, Ongoing Decisions

  As part of these duties, this role will:

  • Coordinates schedules, meeting details, materials, and logistical requirements for large meetings and recurring division activities, determining the timing needed to complete each activity. 
  • Handle confidential and sensitive information in accordance with department policies and requirements. 
  • Coordinate logistics for department-wide all staff meetings and large staff events including event theme and logistics planning, venue selection, room layout, food and beverage, internal communications, day-of coordination, and event set-up and breakdown
  • Monitor office supplies and equipment needs, determine appropriate purchasing actions with established procedures, and maintain the records necessary to support purchases. 
  • Provide program and administrative support to other divisional managers, as time allows, with administrative support duties.
  • Prepare all purchase orders for supplies, events, etc., and complete the official function or other forms as needed; maintain purchasing card for office and supporting documentation with applicable fiscal rules and department procedures.
• Job Duty E: Other Duties as Assigned – 5%

• Other duties as assigned.

MINIMUM EXPERIENCE AND EDUCATION REQUIREMENTS:  

Experience Only:

Four (4) years of relevant experience in customer service, receptionist or front desk operations, administrative support, office coordination, or a closely related field.

OR

Education and Experience:

A combination of related education and/or relevant experience in an occupation related to the work assigned equal to four (4) years.

Graduation from an accredited college or university with an Associate's degree in Business Administration, Office Administration, Administrative Management, Communications, Public Administration, or a closely related field will substitute for two (2) years of the required experience, but not the specific experience listed below.

Please note:

Experience limited to cashiering, stocking, food preparation, or customer service duties, without demonstrated administrative support or office coordination responsibilities, will not be considered relevant experience.

Examples of relevant experience include, but are not limited to, executive assistant, event planning, administrative assistant, office manager, office coordinator, or similar roles involving administrative support, office operations, program assistant, and organizational coordination.

QUALIFICATIONS AND CONDITIONS: 
Qualifications for Success in the Position: 

• One (1) year of professional experience in an occupational field related to the work assigned to the position
• Knowledge of common office and/or administrative tasks such as scheduling appointments, writing emails, and following purchasing and procurement requirements
• Demonstrated experience with customer service in fast-paced environments

Preferred Qualifications (Preferred/Not Required):

• Experience serving as a central receptionist or managing a shared customer-service phone line and inbox.
• Administrative or program-support experience in a government agency, school district, education organization, or another public-serving organization.
• Experience explaining established procedures and resolving inquiries involving multiple programs or departments.
• Experience coordinating staff meetings or events, preparing purchase orders, maintaining purchasing-card records, or arranging work travel.
• Experience using office productivity and collaboration tools, such as Microsoft Office, Google Workspace, shared calendars, and spreadsheets.

Conditions of Employment (Required):

• Must be willing and able to submit to the pre-screening process and pass a background check.
• Ability and willingness to independently determine, obtain means, and complete required travel.
• Work extended schedule per business needs
• Report to work location per business needs
• DL Not Required: Required to independently determine and obtain means to complete travel requirements.

Complete Applications must include:

• Completed Online Application: Required - Submitted through our ATS.
• Cover Letter Required :Attach Separately
• Resume Required: Attach Separately
• Transcript: Required if using education to meet MQs - Attached to the online application and meeting requirements as described under "College Transcripts".

College Transcripts: If you are using education to qualify, a legible copy of your official or unofficial college transcript(s) or a foreign credential evaluation report must be submitted with your application. Transcripts must show the name of the school and that a degree was conferred. Transcripts from colleges or universities outside of the United States must be assessed for U.S. equivalency by a NACES educational credential evaluation service. Failure to provide a transcript or foreign credential evaluation report may result in your application being rejected and you will not be able to continue in the selection process for this position.  

**Failure to submit a complete application as defined above by the announcement close will result in your application being removed from consideration.**

** Resumes and Cover Letters WILL NOT be reviewed for minimum qualification screening. 

FOR CURRENT OR FORMER EMPLOYEES OF THE STATE OF COLORADO:
 
Per the requirements of the Step Pay Program implemented on July 1, 2024, any State employee must be paid a rate that is equal to or greater than the appropriate step pay rate within their classification’s pay range based on completed years in their current class series as of June 30. All current and former State employees must ensure that your entire work history within the State Classified System, including at Institutions of Higher Education, is indicated in your application so that your time-in-series can be calculated accurately. 
 

Email Address:
All correspondence regarding your status in the selection/examination process will be conducted via email.  Include a working email address on your application; one that is checked often as time-sensitive correspondence such as exam information or notification will take place via email.  Please set up your e-mail to accept messages from "state.co.us" and "[email protected]" addresses. It is your responsibility to ensure that your email will accept these notices and/or review your junk mail and spam-filtered email.

Appeal Rights:
If you receive notice that you have been eliminated from consideration for the position, you may protest the action by filing an appeal with the State Personnel Board/State Personnel Director within 10 days from the date you receive notice of the elimination.
 
Also, if you wish to challenge the selection and comparative analysis process, you may file an appeal with the State Personnel Board/State Personnel Director within 10 days from the receipt of notice or knowledge of the action you are challenging.
 
Refer to Chapters 4 and 8 of the State Personnel Board Rules and Personnel Director's Administrative Procedures, 4 CCR 801, for more information about the appeals process. The State Personnel Board Rules and Personnel Director's Administrative Procedures are available at www.colorado.gov/spb.
 
A standard appeal form is available at: https://spb.colorado.gov/ . If you appeal, your appeal must be submitted in writing on the official appeal form, signed by you or your representative, and received at the following address within 10 days of your receipt of notice or knowledge of the action: Colorado State Personnel Board/State Personnel Director, Attn: Appeals Processing, 1525 Sherman Street, 4th Floor, Denver, CO 80203. Fax: 303-866-5038. Phone: 303-866-3300. The ten-day deadline and these appeal procedures also apply to all charges of discrimination.

Equity, Diversity, and Inclusion (EDI) and Equal Employment Opportunity
The State of Colorado believes that equity, diversity, and inclusion drive our success, and we encourage candidates from all identities, backgrounds, and abilities to apply. The State of Colorado is an equal opportunity employer committed to building inclusive, innovative work environments with employees who reflect our communities and enthusiastically serve them. Therefore, in all aspects of the employment process, we provide employment opportunities to all qualified applicants without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity or expression, pregnancy, a medical condition related to pregnancy, creed, ancestry, national origin, marital status, genetic information, or military status (with preference given to military veterans), or any other protected status in accordance with applicable law.
 
The Colorado Department of Education is committed to the full inclusion of all qualified individuals. As part of this commitment, our agency will assist individuals who have a disability with any reasonable accommodation requests related to employment, including completing the application process, interviewing, completing any pre-employment testing, participating in the employee selection process, and/or performing essential job functions where the requested accommodation does not impose an undue hardship. If you have a disability and require reasonable accommodation to ensure you have a positive experience applying or interviewing for this position, please direct your inquiries to [email protected].