Administrative Services Assistant (Hybrid)

Colorado Department of State

THIS ANNOUNCEMENT WILL REMAIN OPEN FOR THE SPECIFIED TIME AND IS OPEN ONLY TO CURRENT RESIDENTS OF THE STATE OF COLORADO AT THE TIME OF SUBMITTING YOUR APPLICATION.

SERVICE. INNOVATION. INTEGRITY. EXCELLENCE. INCLUSION.
Are you looking for a career that allows you to improve your world and the world around you? The Colorado Department of State (CDOS) is seeking diverse individuals from all backgrounds to apply for a position that makes a direct impact on enhancing the lives of Coloradans.
  
If your goal is to build a career that makes a difference through the work you do each day, consider joining the dedicated employees of the Colorado Department of State. Whether working from your home or collaborating onsite, your professional experience will be connected and meaningful. Our office offers an RTD Eco-pass (currently free of charge), a secure bike room accessible only to building tenants, and is conveniently located near Civic Center Station, RTD light-rail lines, and the 16th Street Mall. In addition to a great location and fulfilling, impactful work, we offer:

• Employee wellness programs and an on-site fitness center
• 12 paid holidays per year plus generous personal time off and sick leave
• Access to a diverse array of technical, leadership, and supervisory training opportunities
• Strong, yet flexible retirement benefits including a choice of the PERA Defined Benefit Plan or the PERA Defined Contribution Plan, plus optional 401K and 457 plans
• Medical and dental health plans
• Paid life insurance
• Automatic short-term (and optional long-term) disability coverage
• Excellent work-life balance through flex schedules, flexplace/remote work, and ad-hoc arrangements

Some positions may qualify for the Public Service Loan Forgiveness Program. For more information, go to:  https://studentaid.gov/manage-loans/forgiveness-cancellation

Our Culture & Environment:
Coloradans come from all walks of life and so do we.
  
Who We Are 
Our mission is to make government easy and accessible for people to further democracy, support economic opportunity for all Coloradans, and demonstrate a standard of integrity and excellence. Our vision is to ensure all Coloradans have a voice in our future, help Coloradans and their businesses thrive, and be the best at what we do.
  
What We Believe
The State of Colorado is an Equal Opportunity Employer. At the Colorado Department of State, we are dedicated to equity, diversity, and inclusion. We are committed to building work environments that are inclusive and reflect our communities and the diverse talents of all people. We highly encourage people from all backgrounds, identities, and abilities to apply.
  
Our agency website: Colorado Secretary of State's Office

Administration Division

The Administration Division of the Department of State provides operational support to the Department, including human resources, finance, office management, legal and policy, eLearning, communications, legislation, and direct support to the Office of the Secretary of State. The Division works collaboratively to meet the needs of the Department staff and community stakeholders. Through the execution of each program, the Administration Division seeks to ensure alignment with key performance goals and uphold the mission, vision, and values of the Department.

HR/Operations Unit

The work unit serves as the central team for organizing and facilitating essential administrative functions for the Department. The unit plays a critical role in enhancing organizational productivity by efficiently managing administrative tasks, enabling each division to focus on their core functions, and promoting an efficient and compliant work environment.

The unit handles functions such as human resources, time-keeping administration and support, employee benefits, recruitment and selection facilitation, office management, records management, financial administration, department-wide training, and facilities management.

Illustration of key duties

• Co-lead operation and facilities work for the office by:
  • Building and maintaining relationships with the building management team, building security, office employees, and various recurring vendors.
  • Maintaining Department furniture inventory and working with other authorities to replace or order new furniture as approved.
  • Monitoring facility and conference room inboxes and managing requests.
  • Processing division’s incoming mail and email.
  • Assisting in safety/security projects and initiatives.
• Provide human resources administrative support.
• Manage the Department’s vehicle program.
• Maintain confidentiality of all sensitive and personal identifying information, personnel information, and any other confidential or proprietary information, as well as comply with all State and Department policies regarding professional conduct and professional practices.
• Maintain a commitment to equity, diversity, and inclusion (EDI).

Program Assistant Class Description and Minimum Qualifications

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:

H4R1XX Program Assistant I

MINIMUM QUALIFICATIONS:
This position requires a total of four (4) years of relevant professional experience and/or education in a field of study related to the work. To be considered for this position, your application must clearly demonstrate that you meet one of the following options outlined below:

OPTION 1 - Experience

Four (4) years of professional experience in supporting an office program by coordinating meetings, schedules, calendars, trainings, or other program activities; tracking and recording data using spreadsheets, databases, or tracking programs; and reviewing documents for accuracy and completeness.

OR

OPTION 2 – Experience and/or Education – Be sure you’ve attached a copy of your unofficial transcript to qualify for this option. (You may redact information that identifies age, date of birth, or dates of attendance at or graduation from an educational institution.)

A combination of related education and/or relevant professional experience as defined in Option 1 to equal four (4) years. Related education includes successful course credits from an accredited institution of higher learning in business administration, business management, organizational management, public administration, public management, office administration, administrative management, project management, or organizational development.

Transcripts from colleges or universities outside the United States must be assessed for U.S. equivalency by a NACES educational credential evaluation service. This documentation is the responsibility of the applicant and must be included as part of your application materials. Failure to provide a transcript or credential evaluation report may result in your application being rejected and you will not be able to continue in the selection process for this announcement.

Preferred Qualifications and Competencies:

The exceptional candidate will possess these identified knowledge, skills, abilities, and competencies:

• Preference will be given to those candidates with previous State Service related to the work assigned to the position.

• Professional experience with meeting coordination to include scheduling, creating agendas, taking meeting minutes/notes, and providing meeting follow up.
• Professional experience supporting office facilities projects, including scheduling contractors and tracking certificates of insurance (COIs).
• Professional experience cross-referencing vendor invoices against original quotes, purchase orders (POs), and technician sign-off sheets.
• Professional experience maintaining confidential personnel or sensitive information.
• Professional experience creating professional emails, letters, reports, forms, etc.
• Professional experience assisting with team driven projects and events involving multiple stakeholders. 
• Professional experience monitoring program data and analytics and entering data into a spreadsheet, database, or report on a regular and ongoing basis.
• Professional experience providing exceptional customer service in person or on the phone, in an office support environment, and interfacing with a variety of people from many levels within the agency and community.
• Professional experience auditing records for accuracy.
• Professional experience creating digital graphic flyers or media for event or initiative awareness.
• Professional experience with webpage design and creation on a professional intranet site such as SharePoint.
• Professional experience supporting several ongoing projects concurrently with high attention to detail and accurate timeline tracking and management.
• Professional experience complying with accessibility standards.
• Professional experience tracking and counting physical facility assets against digital registry logs.
• Professional experience with regular, daily work responsibilities utilizing equipment and software used in the Microsoft Office suite products (Word, Excel, PowerPoint, etc.).
• Professional experience locating and understanding State Rules and Statutes.
• Competencies to include: Critical Thinking · Detail-Oriented · Cooperation · Organizational skills · Problem Solving Skills · Strong Verbal and Written Communication Skills · Ability to Process Information and Apply Knowledge · Initiative · Emotional Intelligence · Time-Management · Committed to Advancing a Diverse and Inclusive Perspective · Ability to Maintain Confidential Information · Customer Service

If you do possess any of the above knowledge, skills, and abilities, please specifically include the details on your application, as this information will be used to assess your qualifications and may be used to determine a top group of applicants.

CONDITIONS OF EMPLOYMENT:

• Travel will be required to provide scheduled maintenance to Department fleet vehicles, for professional development/training opportunities, or as needed to complete job duties.
• This position will be required to successfully pass a criminal background check.
• When completing your application package, ensure you have submitted your transcript (if applicable).
• Must be a Colorado resident at the time of application.
• The Department of State does NOT offer sponsored Visa for employment purposes.

Completing the Application

Only the information provided in the application will be reviewed and used by a Human Resources Specialist to determine whether an applicant meets the minimum qualifications for the position. Resumes, cover letters, and responses to supplemental questions will not be reviewed or considered during this determination.

Your application should clearly describe your relevant experience, qualifications, accomplishments, and work products as they relate to the position's duties and the required minimum and preferred qualifications. Only applicants who meet the minimum qualifications will advance to the next stage of the selection process.

• The minimum qualifications listed in the announcement are NOT optional.
• Cover letters and resumes WILL NOT be accepted or reviewed in lieu of the official State of Colorado application form but may be attached as supplemental information.
• Part-time work experience will be prorated.

If it is determined that you meet the minimum qualifications, any comparative analysis processes used to identify a top group for further consideration will involve a review and rating of the information you submit, which could include your application, responses to supplemental questions, work samples, phone screen responses, written question responses, structured interview responses, and any other method determined to be valuable in identifying a top candidate. 

Please answer the supplemental questions on the application completely and thoughtfully, as your responses may be rated based on the content of your response and your writing skills (spelling, grammar, and clarity of your writing).

FAILURE TO DOCUMENT YOUR EXPERIENCE OR EXCLUDING INFORMATION REQUIRED IN THE APPLICATION MAY RESULT IN YOUR APPLICATION BEING REMOVED FROM CONSIDERATION.

APPEAL RIGHTS:

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 acknowledgement 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, atspb.colorado.gov/board-rules.

Notifications

All correspondence regarding your status in the selection/evaluation process will be via email. Include your current working email address on your application and check your email frequently as you could receive time sensitive correspondence regarding this position. We highly recommend that you set up your email to accept messages from “coloradosos.gov” and [email protected] addresses. It’s your responsibility to ensure that your email will accept these notices and review your junk mail and spam filtered email.

Colorado Equal Pay for Equal Work Act

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 all offers are compliant with the Colorado Equal Pay for Equal Work Act, there is no guarantee an offer will be at the top of the posted range based on the salary analysis.

ADAAA Accommodations and Equal Opportunity Employment

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.

The Department of State 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, Laura Darby, at [email protected] or call (303) 894-2200 ext. 6113.

E-Verify

The Department of State participates in E-Verify in accordance with the program’s Right to Work for all newly hired employees. Employees are queried through the electronic system established by the Department of Homeland Security (DHS) and the Social Security Administration (SSA) to verify identity and employment eligibility. You may complete section 1 of the I-9 form upon your acceptance of a job offer letter, but no later than your first day of employment and in addition, on your first day, but no later than the third day, you will be required to submit original documents to verify your eligibility to work in the U.S. Learn more about E-Verify, including your rights and responsibilities at http://dhs.gov/e-verify.