Administrative Assistant - NRE, Energy unit

Find a rewarding career making a difference: Join the Office of the Attorney General!

The Natural Resources and Environment Section is seeking an experienced Administrative Assistant to provide vital administrative and legal support to the attorneys and professional staff in our Energy Unit. This position offers the opportunity to contribute to important legal work involving Colorado’s natural resources, environment, and energy while gaining valuable experience in a fast-paced legal environment. In this role, you will help keep legal matters moving forward by coordinating case-related activities, preparing and processing legal documents, managing deadlines and schedules, and communicating with client agencies and other stakeholders. Our ideal candidate is detail-oriented, organized, adaptable, and enthusiastic about learning new skills. If you enjoy supporting a collaborative team, can effectively manage competing priorities, take pride in producing accurate and timely work, and want to contribute to meaningful public service, we invite you to apply!

WHO WE ARE
 
 The Office of the Attorney General/Department of Law is the "People's Lawyer." The Attorney General, Phil Weiser, was elected by the people of Colorado and is the State's chief lawyer and law enforcement official. Our vision for the Department of Law is: "Together, we serve Colorado and its people, advancing the rule of law, protecting our democracy and promoting justice for all." Our core values and commitment to diversity, equity, and inclusion, drive our actions and demonstrate our focus on being principled public servants who are innovative and better together.
Learn more about the Colorado Attorney General’s Office here.
WHAT YOU WILL DO

The Administrative Assistant II provides administrative and legal support services to attorneys and legal assistants and the Energy unit within the Natural Resources and Environment Section.  The position serves as a primary administrative point of contact for client agencies, court or administrative personnel, and the public by coordinating legal support services, routing inquiries, and ensuring urgent legal matters are promptly directed to the appropriate attorney or legal assistant. Prepares, proofreads, process legal documents, correspondence, reports, court filings, and other work products; manages legal filing and records throughout the case lifecycle; maintains attorney calendars docketing; coordinates trial and litigation support activities; and ensures legal documents and case information are accurately maintained in accordance with court rules, Section policies and record management requirement.  

Primary duties and responsibilities include, but are not limited to the following:

Legal Document Preparation and Case Administration

• Prepare, proofread, edit, format, finalize, and distribute correspondence, pleadings, motions, reports, memoranda, exhibits, and other legal documents in accordance with applicable court rules, filing requirements, Department standards, and attorney deadlines. 
• Coordinate the preparation of court filings by assembling, organizing, labeling, and reviewing pleadings, exhibits, and supporting documentation for completeness, accuracy, and compliance with court requirements. 
• Utilize Microsoft Office and other legal and case management applications to prepare, edit, format, and maintain legal documents, reports, spreadsheets, presentations, and correspondence. 
• Open, maintain, organize, and close legal case files by obtaining required information and documentation from client agencies, entering case information into case management systems, maintaining electronic and physical records, and preparing files for archiving in accordance with records retention requirements. 
• Monitor case documentation and administrative activities to ensure legal records are complete, accurately maintained, and readily accessible throughout the litigation process. 
• Coordinate with attorneys, legal assistants, client agencies, courts, and other stakeholders to obtain information, process legal documents, and support the timely progression of assigned cases.

Communications, Docketing, and Case Coordination

• Serve as the primary administrative point of contact for attorneys, legal assistants, client agencies, courts, administrative agencies, the public, and other Department work units by receiving, screening, routing, and responding to inquiries as appropriate. 
• Coordinate the flow of information related to legal matters by communicating through telephone, email, correspondence, electronic filing systems, and other communication methods. 
• Maintain attorney calendars, docketing systems, court appearances, filing deadlines, hearings, conferences, and other litigation schedules to ensure timely completion of legal work. 
• Monitor court notices, correspondence, and case-related communications to identify deadlines, required actions, and scheduling changes, and promptly notify attorneys and legal staff. 
• Provide administrative guidance to work unit members regarding established court filing procedures, docketing practices, and internal administrative processes. 
• Maintain the confidentiality of privileged, sensitive, and protected legal information in accordance with applicable laws, court rules, Section policies, and records management requirements.

Meeting Preparation

• Coordinate attorney and legal assistant calendars by scheduling hearings, meetings, depositions, conference calls, and other litigation-related events while resolving scheduling conflicts and ensuring deadlines and commitments are accurately maintained. 
• Coordinate conference room reservations, virtual meeting arrangements, and technology requests by working with the Department's Information Technology (IT) staff to ensure meeting spaces and equipment are available and functioning properly. 
• Prepare meeting materials, agendas, exhibits, handouts, and other supporting documents as requested to facilitate meetings, hearings, and litigation activities. 
• Coordinate visitor access by preparing visitor notifications, communicating with building security and reception staff, greeting visitors, and escorting them to the appropriate meeting location. 
• Provide administrative assistance to attorneys and legal assistants regarding Microsoft Office applications and office technology by resolving routine issues and coordinating technical support when needed. 

Mail Distribution

• Review incoming mail, electronic correspondence, court notices, legal filings, and other documents to determine the appropriate recipient. 
• Distribute confidential and privileged information in accordance with Section policies, records management requirements, and applicable confidentiality standards.

This recruitment may be used to fill other similar positions within the Natural Resources and Environment Section at the Department of Law.

Salary note: Although a salary range is listed, salary will be set commensurate with the successful candidate's qualifications and in compliance with the Equal Pay for Equal Work Act. Salary will be paid on a biweekly basis.

WHAT WE ARE LOOKING FOR
 

Residency Requirement:

This posting is only open to residents of the State of Colorado at the time of submitting your application. 

Class Code & Classification Description:

G3A3XX

Administrative Assistant ii

Minimum Qualifications and Substitutions: Please document all relevant experience in detail on your application. Experience will not be inferred or assumed. Any part-time experience listed will be prorated. 

Experience Only:

Minimum qualifications are:

• Two years professional experience providing administrative or clerical support in a professional office setting as the primary function of the job.

OR

• 30 semester hours (or equivalent) of college or university coursework from an accredited institution may substitute for one year of the required experience. Qualified applicants must have at least one year of professional experience providing administrative or clerical support in a professional office setting.

Note: Candidates possessing a foreign degree must submit a translation (evaluation) of their degree from an accredited institution, such as The National Association of Credential Evaluations Services in order to be given credit for the degree.

Required Competencies: 

• Proficiency with Microsoft Office Suite 
• Effective oral and written communication with internal and external customers
• Strong attention to detail and organization skill

Preferred Qualifications: In addition to the minimum qualifications, if you possess any of the following specifically include the details on your application. This information will be used to assess your qualifications and may be used to determine a top group of applicants.  

• Professional experience providing administrative support in a legal, government, regulatory, or similarly complex professional office environment
• Willingness to learn new processes and develop new skills (including developing knowledge and skill of qualifications listed here)
• Strong communication skills
• Experience with the E-filing process
• Experience working in a natural resource setting
• Experience using SharePoint and Salesforce
• Experience working with document management systems, case management systems, and document review systems
• Experience with MS products
• Experience using ProLaw
• Strong technical acumen

Conditions of Employment: 

• Applicants must pass a thorough background investigation prior to appointment. 
• Work schedule is Monday through Friday, from 8 am to 5 pm.
• Flexible work arrangement is an option; this position requires work to be performed in office three days per week with one Friday per month. 
• Colorado Department of Law participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S.

HOW TO APPLY

Applicants must establish an account with governmentjobs.com and complete the online application.

Required Application Materials: Applicant may redact information that identifies their age, date of birth, or dates of attendance at or graduation from an educational institution.    

1. A completed State of Colorado Application: Applicants are responsible for ensuring that the application provided is fully completed and clearly describes their education, training and experience as it relates to this position.  Applications left blank or marked “See Resume” will not be considered.
2. Current Resume: A detailed resume outlining your background, skills and experiences including previously held positions and academic background, is required at the time of application. This document will be used to assess candidates during the comparative analysis process.
3. Cover Letter: A detailed cover letter stating why you are interested in this position and what skills you possess that would make you a strong applicant for this position. This document will be used to assess candidates during the comparative analysis process. ?

Veteran’s Preference: In order to be considered for veteran’s preference you must attach a copy of your DD214 forms as well as any documentation required to prove disability or marital status.

Your application will be reviewed by a qualified Human Resources Specialist to determine if you meet the minimum qualifications for this position. If your application does not demonstrate that you meet the minimum requirements, you will be notified that you will not proceed in the selection process for this position. If your application is rejected and you have questions, you may contact Mercedes Chansisourath at [email protected]. 

The Office of the Attorney General offers challenging, interesting, and meaningful work. We are an equal opportunity employer and believe that a diverse workforce adds quality and perspective to the services we provide to the public. Candidates with diverse qualities and backgrounds are encouraged to apply.

Assessment Information:

Colorado Revised Statutes require that all state employees be hired and promoted through comparative analysis of merit and fitness. Upon meeting the minimum qualifications, the next phase of the process is typically a structured application/resume review by a panel of subject matter experts against the job duties and/or preferred qualifications in this job announcement to determine technical competence, depth and breadth of experience and potential job fit.  

• Technical Competence – Technical experience as it relates to the duties outlined in this job announcement. 
• Depth and Breadth of Experience – Experience that covers multiple areas outlined in this job announcement and demonstrates the level of responsibility assigned. 
• Job Fit – Experience will be evaluated to determine how well experience aligns with and meets the business needs of this position.  Current experience is preferred. 
  
  

It is imperative that the “Work Experience” section of your application is complete and specifically addresses your qualifications, experience, work product, and accomplishments as they relate to the Description of the Job, Minimum Qualifications, and Preferred Qualifications as listed above. Failure to include adequate information or follow instructions by the closing date may result in your application not being accepted and/or may affect your inclusion in the final pool of eligible applicants as the materials may be used to identify a top group for additional assessment or establish an eligible list for referral to the hiring manager for final consideration.

An applicant who has been removed from an employment list or removed from consideration during the selection process may request a review by the State Personnel Director.

As an applicant directly affected by the results of the selection or comparative analysis process, you may file a written appeal with the State Personnel Director.

Review of the completed, signed, and submitted appeal will be timely on the basis of written material submitted by you, using the official appeal form signed by you or your representative. This form must be completed and delivered to the State Personnel Board by email at [email protected] within ten (10) calendar days from your receipt of notice or acknowledgment of the Department’s action.

For further information on the Board Rules, you can refer to 4 Colorado Code of Regulations (CCR) 801-1, State Personnel Board Rules and Personnel Director's Administrative Procedures, Chapter 8, Resolution of Appeals and Disputes, at spb.colorado.gov/board-rules.

WHY WORK FOR US
 
We Embrace Flexibility
We aim to produce outstanding work product for our clients, be efficient with our time, and support each other as team members – which also means we embrace flexible working arrangements when and where possible.
 
We Are Committed to Diversity, Equity and Inclusion
At the DOL, our commitment to DEI is thriving. We know that we are better together when our differences are valued and everyone is inspired and empowered to contribute. As such, we strive to provide a safe environment where individuals feel valued and respected for who they are; demonstrate a behavior and mindset where differences are welcomed, and individuals are treated equally and empowered to do their best work; and promote growth and innovation through a diverse workforce. We empower an active Diversity Equity & Inclusion Impact Team that creates approaches to ensure safe spaces and a culture supportive of people being their authentic selves, hosts events and programs on DEI areas important to our employees, enables development and sustainability of resource groups that give a voice to historically marginalized populations, focuses on retaining our incredible talent, and more!  If your professional goals include promoting growth and innovation with colleagues who recognize that we are better together when our differences are valued and respected, then DOL is your place to be!
 
We Have Strong Core Values
 Our core values drive our actions. At the Department of Law, we are: 1) principled, maintaining the highest ethical standards, rigorous legal analysis, and careful evaluation of facts; 2) public servants, who are always ensuring our work is not about us, but instead is about the people of Colorado; 3) innovative, by seeking to identify the best approach, make deliberate decisions, and look to improve; and 4) "better together," by working to support each other and collaborate.
 
We are Committed to Developing our Employees
 We are deeply invested in our talent and regularly provide meaningful opportunities for personal and professional growth through training and coaching. Further, our professional development and performance goal setting process is collaborative and ongoing, and aimed at helping our employees grow and succeed.
 
We Offer Excellent Benefits

In addition to the comprehensive State of Colorado benefits package including competitive medical, dental and vision health plans, employer-paid life insurance, paid holidays, retirement plans with Colorado PERA, and vacation and sick leave earned each month, there are many other unique benefits that we offer, including:

• Public Service Loan Forgiveness: As a state government employee, you might be eligible for the Public Service Loan Forgiveness program. A borrower may qualify for forgiveness by making 120 on-time payments while employed full-time in public service, if they have certain kinds of federal loans in a qualifying repayment plan
• Free access to an on-site fitness center
• Excellent work-life programs, such as flexible work schedules, professional development opportunities, and an employee discount program
• Employer-paid mental health and counseling services through Colorado State Employee Assistance Program
• Employer-paid annual attorney registration dues
• Employer-provided access to professional development training and CLE through PLI, Department of Law University and other entities.

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, 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.
 
ADAAA Requests
The Department of Law 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 reasonable accommodation to ensure you have a positive experience applying or interviewing for this position, please direct your inquiries to our ADAAA Coordinator, Julie Christopher at [email protected].