ADMINISTRATIVE ASSISTANT III (Sterling)

Trinidad State Junior College • Sterling, CO

426d • $49,848 - $69,792

About The Position

The Administrative Assistant III position at the Department of Corrections in Sterling, Colorado, is responsible for providing comprehensive administrative support to ensure efficient office operations. This role involves managing inquiries, scheduling meetings, maintaining personnel files, and utilizing various software applications to track and manage data. The position requires strong organizational skills, attention to detail, and the ability to communicate effectively with diverse stakeholders.

Requirements

• Three years of general clerical experience in an administrative or office support role.
• Established proficiency in position-related office technologies, especially Microsoft Office (Word, Excel, and PowerPoint).
• Ability to work directly with inmates in a prison environment.
• Exceptional interpersonal/customer service skills.
• Excellent written and oral communication skills.
• Efficient management/input of data and tracking.
• Strong ability to multi-task and demonstrate flexibility.
• Impeccable organizational, planning, and prioritizing skills.
• Precise attention to details.
• Ability to read and comprehend the English language.
• Ability to effectively communicate fluently in English both verbally and in writing.
• Ability to create accessible documents and technical content that follows plain language guidelines with accessibility in mind.

Nice To Haves

• Relevant years of state service working with confidential information.
• Experience proof-reading, editing, or creating documents.
• Experience supporting a program or work unit.
• Experience with data-entry, checking and verifying.
• Experience with National Crime Information Center (NCIC) and Colorado Crime Information Center (CCIC).
• Experience creating and maintaining budgets and budget reports.

Responsibilities

• Receives and screens inquiries and ensures response and/or follow-up are completed.
• Research information to resolve problems or concerns when the solution is unclear.
• Instructs customers on filling out forms/documents.
• Distribute mail accordingly.
• Schedules meetings and administrative appointments.
• Takes/transcribes/distributes meeting minutes as requested.
• Ensures clear and concise communication with customers, co-workers, supervisors, and appointing authority.
• Create, compile and build employee personnel files while maintaining confidentiality.
• File all documentation into electronic personnel files.
• Position creates, maintains and tracks data using appropriate software.
• Verify adequate releases, gather information, monitor the review of files as requested by employees, supervisors, investigators, and attorneys.
• Scan and upload release documents into current files.
• Provide accurate information to approved stakeholders regarding employment verifications, employment dates, salary, and work titles.
• Utilizes Microsoft Word, Access, Excel, PowerPoint, DCIS, PCDCIS and other computer programs to enter, track, and retrieve data.
• Distributes information via mail, e-mail, and fax to appropriate parties.
• Establishes, maintains, and updates office record keeping systems, tickler files, forms, internal logs, and reminder notices.
• Drafts, prepares, edits, and publishes correspondence, documents, reports, etc., from written material or verbal instruction.
• Designs and revises documents to include hand-outs, flyers, instructions, manuals, etc.
• Other duties as assigned.

Benefits

• Distinctive career advancement opportunities throughout the state system.
• Strong, secure, yet flexible retirement benefits including PERA Defined Benefit Plan or PERA Defined Contribution Plan plus 401K and 457 plans.
• Medical and dental health plans.
• Short and long term disability coverage.
• Paid life insurance.
• 11 paid holidays per year plus vacation and sick leave.
• Wellness program, tuition reimbursement, training opportunities and more.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Industry: Educational Services
• Education Level: High school or GED