DOLA - Registration Administrative Assistant (Administrative Assistant II)

Who can Apply

This opportunity is only open to residents of the State of Colorado.

About the Colorado Department of Local Affairs

The Department of Local Affairs (DOLA) serves as the primary interface between the State and local communities. The Department provides financial support to local communities and professional and technical services (including training and technical assistance) to community leaders in the areas of governance, housing, and property tax administration. While all state governments provide such services through various Departmental structures, Colorado’s approach is unique in that these local community services are gathered into one Department of “Local Affairs,” which has a central focus on strengthening Colorado communities and enhancing livability.

Vision

The Department of Local Affairs is responsible for strengthening Colorado's local communities through: accessible, affordable, and secure housing; implementing property tax law; capacity building; strategic training, research, and technical assistance; and funding to localities.

Mission

Our mission is to help strengthen Colorado’s communities.

Why work for the Colorado Department of Local Affairs?

The work we do matters greatly. It matters to us and it matters to the citizens of the great state of Colorado. We love our communities and are passionate about supporting our communities. We value the diversity that Colorado offers. If your goal is to build a career that makes a difference in communities across the State, consider joining the dedicated people of the Department of Local Affairs. 

In addition, we offer a great location and great benefits, which include:

• Medical and Dental Plans

• Strong, secure, yet flexible Retirement Plans including PERA Defined Benefit Plan or PERA Defined Contribution Plan plus pre-tax and ROTH 401K, and 457 plans

• Employee Wellness Programs

• Paid Life Insurance

• 11 paid Holidays per year plus Vacation and Sick Leave

• Short and Long-Term Disability Coverage

• RTD Eco Pass to all eligible State Employees

• Flexible work schedule options and hybrid work options

• Some positions may qualify for the Public Service Loan Forgiveness Program

• Training opportunities

• Variety of Free discounts on services and products available through the State of Colorado's Work-Life Employment Discount Program

Please see the  Benefits Overview video for details on the benefits offered to employees.

The Office of Regulatory Oversight implements and oversees housing sector regulatory authority granted to the Division of Housing through statute. This includes regulation of the construction of factory-built structures; sales of manufactured homes; installation of manufactured homes; construction of all site-built hotels, motels, and multi-family structures in any local jurisdiction that does not have a building department; and accessible housing standards through the Building Codes & Standards Section. Additionally, the work unit regulates mobile home parks in the state through the Mobile Home Park Oversight Program.

The purpose of the Mobile Home Park Oversight Program (MHPOP) is to support better communication and promote mutual understanding between mobile home landlords, management, and home owners by regulating mobile home parks in the state. Specifically, by performing the following functions:

? Register all mobile home parks in the state;

? Create and maintain a registration information database;

? Enforce the Mobile Home Park Act through dispute resolution to include:

•  Soliciting engagement with interested parties and promulgating rules, and developing policies and procedures;

•  Conducting education and outreach;

• Receiving and processing complaints and performing dispute resolution activities, including investigations, issuing subpoenas, negotiations, determinations of violations, imposing penalties, and monitoring compliance with agreements or penalties;

? Create and maintain a database of mobile home parks that have had complaints filed against them; and

? Prepare and disseminate an annual report on the program.

The purpose of this position is to assist the Park Sales and Registration Program Administrator and Registration Program Coordinator with the annual mobile home park (MHP) registration process. This position is responsible for the intake of new registration forms; accurate and timely processing of registration documents and information; gathering, entering, and verifying information in Mobile Home Park Oversight Program (MHPOP’s) registration database; and screening registration forms and information for accuracy and completeness. 

This position also transmits the water source and billing information received by MHPOP to the Colorado Department of Public Health and Environment (CDPHE), and works with the Park Sales and Registration Program Administrator to answer CDPHE questions related to registration information on file with the program. This position also processes incoming and outgoing program mail, including sending mail by USPS certified and regular, sorting and scanning incoming mail, naming digital scans of mail accurately, and filing physical copies of mail.

The primary duties and responsibilities of this position include, but are not limited to:

• Park Registration Data Entry and Review

• Annual registration applications review and data entry:

  • Review incoming registration application forms and documents for compliance and completeness.

  • Contact park owners and managers to clarify any missing or inaccurate information on registration applications.

  • Create digital records for paper registration applications. Historically, Mobile Home Park Oversight Program (MHPOP) receives at least 250 paper registration forms each year that need to be accurately and timely entered in the MHPOP’s Salesforce database.

  • Create digital records of rent increase data submitted as part of the annual registration applications, including creating:

    • Salesforce rent increase records

    • Salesforce rent increase prohibition records 

    • Clean copies of mobile home address list forms for analysis and public dissemination.

    • Ensure complete and accurate Salesforce database records related to park registrations - this may include:

      • Verifying that all required fields have been filled in and all supporting documents have been uploaded into the registration record.

      • Researching incomplete or conflicting past rent increase data and contacting park owners and managers for clarification.

  • Incomplete and delinquent registration applications:

    • Record, communicate, and track registration delinquency penalties assessed against parks that do not submit complete and accurate registration renewal information by established deadlines.

    • Research and monitor parks with expired registrations, and proactively communicate with those parks to bring them into compliance.

  • Registration duties related to mobile home park water sources and billing under the Mobile Home Park Water Quality Act

• Program Support

  • Responsible for working in-person at the office at least once per week and as needed to scan and process incoming post mail and send outgoing post mail for MHPOP.

    • Scanning incoming mail completely, including envelopes, correct page orders, and appropriate file names on the digital copy per program guidelines. 

    • Organizing scanned incoming mail and routing to appropriate team members or Salesforce records.

    • Filing physical copies of incoming mail appropriately after scanning.

    • Using mail merge or similar to create and print accurate labels for outgoing mail.

    • Printing outgoing correspondence and ensuring the contents of each are complete and accurately matched with any envelopes, labels, or certified mail receipts.

    • Recording tracking information for all outgoing certified mail per program guidelines.

  • Monitoring, labeling, and routing emails to appropriate staff or Salesforce records

  • Listening to incoming voicemails and recording information on the program’s call log

  • Routes emails and phone calls to the appropriate MHPOP staff for resolution.

• Customer Service

  • Responsible for explaining mobile home park registration program policies, processes, and procedures to ensure the efficient and effective delivery of services or resolution of conflicts. 

  • Responds in a timely manner to inquiries from the public, Division staff, other State agencies, local government staff, and industry representatives received via telephone, email, or regular mail. Inquiries this position may be responsible for responding to include:

    • How to register a mobile home park

    • Where to find publicly available registration information

    • What information is needed to complete a park’s registration

Class Code & Classification Description

G3A3XX Administrative Assistant II

Two years of  experience providing administrative support that includes maintaining records,  database management, data input, customer service, purchasing, mail organization, check logging and creating professional written communication or other relevant experience.

OR

Education and Experience: A combination of related education from an accredited institution in Education, Business Administration, or Public Administration or similar education and/or experience, as described above, in a closely related field (as determined by the agency) AND experience as described above equal to two (2) years.

Ensure that the 'Work Experience" section of the application is complete and contains all relevant work experience related to the position that you are applying for. This information will be used to help determine compensation for the position. 

Applicants must upload their unofficial college transcripts that include the student name, college name, courses completed and/or degree with date conferred with this application, in order to receive credit.

Under the Job Application Fairness Act (SB 23-058), applicants may redact information from certifications and transcripts that identify their age, date of birth or dates of attendance from an educational institution.

Required Competencies

• Ability to create accessible documents and technical content that follows plain language guidelines with accessibility in mind. 

• Attention to detail

• Planning and organizational skills

• Proficiency with Microsoft Office Suite, including Excel and Word

• Proficiency with Google Suite, including Sheets, Slides, Docs and Drive

• Problem-solving skills

• Interpersonal skills

• Written and oral communication skills 

• Ability to manage multiple priorities with competing deadlines.

Preferred Qualifications

• Proficiency with databases and spreadsheets, including the ability to run reports from these systems and data entry, checking, and verifying.

• Experience in customer service, including working with stakeholders with varying degrees of knowledge and/or technological skills

• Experience creating and maintaining desk procedures and/or developing plans.

• Experience working in an environment requiring multitasking skills

Conditions of Employment

• You MUST be a Colorado resident (at the time of application) to apply for this position. 

• Pre-employment criminal and financial background checks will be conducted as part of the selection process. 

• Applicants must be legally eligible to work in the United States to be appointed to this position. DOLA uses e-Verify, an Internet-based system, to confirm the eligibility of all newly hired employees to work in the United States. DOLA does not sponsor non-residents of the United States.

Only complete applications submitted by the closing date for this announcement will be given consideration. Failure to

submit properly completed documents by the closing date of this announcement will result in your application being

rejected.

Applicants may submit a resume, cover letter/letter of interest detailing how their experience and background address the stated minimum and preferred qualifications/competencies of the job and attach to the online application. Applications left blank or marked “See Resume” will not be accepted. Please address every requirement for the position with your experience in your application.

The application may include the following documents that MUST be uploaded at the time of application:

• A resume (this is not a substitute for the online application demonstrating work history)

• Cover letter / letter of interest

• Transcripts (if using education to meet the minimum qualifications)

• DD214 (member-4 form) from applicants that may be eligible for veteran’s preference

Comparative Analysis

Current and former employees (transfers, voluntary demotions, and reinstatements) are required to participate in the comparative analysis process through this job posting.

Applications will be reviewed to determine if you meet the Minimum Qualifications (MQs) for the position. Applicants that meet MQ’s will be included in the Comparative Analysis process. Colorado Revised Statutes require that state employees are hired and promoted through a comparative analysis which may include, but is not limited to, a suitability screening, training and experience review, eSkills Assessment, oral assessment, written performance assessment or it may include a review of your application and your responses to any supplemental questions by a Subject Matter Expert (SME) to assess and rank applicants. Be sure your application specifically addresses the requirements as listed in the minimum qualifications. Address your specialized experience, work products, and accomplishments as they relate to the position duties, required competencies and preferred qualifications in order to establish an eligible list for referral to the hiring manager for final consideration.

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. 

DOLA 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 to perform essential job functions where the requested accommodation does not impose an undue hardship. If you have a disability and require a reasonable accommodation to ensure you have a positive experience applying or interviewing for this position, please direct your inquiries to Melissa Bellew, DOLA ADA Coordinator at [email protected].

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.

Biweekly Pay: As of July 1, 2023, all DOLA new hires, including transfers of current state employees and reinstatements of former state employees, will be placed on the biweekly pay schedule. This means you will be paid every other Friday for a total of 26 pay periods over the course of a year. Biweekly pay is also lag pay, meaning you will be paid two weeks after the end of each pay period. Please click here for more information about the move to biweekly payroll.

Technical Assistance: If you experience technical difficulty with the NEOGOV system (e.g. uploading or attaching documents to your online application) please contact NEOGOV technical support at 855-524-5627 Mon-Fri between 6 am and 6 pm (Pacific Time). Helpful hints: if you are having difficulty uploading or attaching documents to your application first, ensure your documents are PDF or Microsoft Word files, and second, close the document before you attempt to upload (attach) it.

Appeal Rights: An applicant who has been removed from consideration during the selection or comparative analysis process, you may file an appeal with the State Personnel Board and/or request a review by the State Personnel Director. A standard appeal form is available on the State Personnel Board website,https://spb.colorado.gov/forms-and-filing. 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 ten (10) days of your receipt of this notice: 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. Email address: [email protected]. The ten-day deadline and these appeal procedures also apply to all charges of discrimination. Refer to Chapters 4 and 8 of the State Personnel Board Rules and Personnel Director's Administrative Procedures, 4 CCR 801, for information about the appeals process. The State Personnel Board Rules and Personnel Director's Administrative Procedures are available atspb.colorado.gov. 

For questions related to this job posting, please reach out to Danielle Milone via email at [email protected].

Benefits

The State of Colorado offers permanent employees a variety of benefits including medical, dental, life and disability insurance, as well as a comprehensive leave program. Please click the following link for detailed information: www.colorado.gov/pacific/dhr/benefits

Please note that each agency's contact information is different; therefore, we encourage all applicants to view the full, official job announcement which includes contact information and class title. Select the job you wish to view, then click on the "Print" icon.