CDOC Administrative Assistant III - Trinidad

State of Colorado•Denver, CO

4d•Onsite

About The Position

This position is for an Administrative Assistant III within the Department of Corrections, located at the Trinidad Correctional Facility. The role involves providing administrative and clerical support, including screening inquiries, researching information, assisting with forms, managing mail and schedules, taking meeting minutes, creating and maintaining personnel files, tracking data, verifying information for stakeholders, and utilizing various computer programs for data management and communication. The position also handles facility purchasing and other assigned duties. The State of Colorado offers career advancement, strong retirement benefits (PERA), medical and dental plans, disability coverage, life insurance, paid holidays, vacation and sick leave, wellness programs, and tuition reimbursement.

Requirements

Three years of general clerical experience in an administrative or office support role.
Accurate and timely completion and processing of documents and information.
Data entry, printing, scanning, and making copies.
Scheduling, accepting reservations or registrations.
Arranging meeting logistics and equipment.
Reception and intake.
Record keeping, filing, and maintenance.
Answering multiline phones and relaying messages.
General administrative tasks in an office support environment.
Ability to work directly with offenders 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.
Self-control, a strong sense of ability to work in stressful, potentially violent situations.
Ability to remain alert, emotionally stable, and mentally resilient under pressure and observant throughout their shift.
Tolerance to stress, confinement, and high-stakes interaction.
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.
Established proficiency in position-related office technologies, especially Microsoft Office (Word, Excel and PowerPoint).
Possess a valid driver’s license.
Possess a high school diploma or GED.
Must be 21 years of age.
Valid U.S. work authorization at the time of application.
Successfully pass all modules of the six-week Colorado Department of Corrections Basic Training, to include English reading comprehension, relevant competency assessments and written/practical exams in Defensive Tactics.
Possess the physical ability to successfully complete Defensive Tactics (Lift arms above head and kick as high as own waist, Stabilize another person to accomplish a controlled take down, Use arms, palms of hands, shins, and feet to deliver blows, Withstand impact (slow speed or with a safety bag) on own body from strikes/blows, Swing a baton in a striking technique, Rotate body 90 degrees with feet planted for striking with foot or using a defensive tactic, Get down on one or both knees and up again with multiple repetitions).
Will be exposed to Oleoresin Capsicum during Basic Training and will be exposed while on assignment.
Must be able to see and hear in order to observe, address and respond to potential breaches in safety and security.
Seize, hold, control or subdue violent or assaultive persons and defend oneself or others to prevent injury.
Demonstrate body agility, strength of all four limbs and the ability to walk and climb stairs consistently.
Work in situations involving assaultive behavior, physical control of another person and/or restraint situations.
Deal with individuals with a range of moods and behaviors, utilizing tactfulness and a congenial, personable manner.
Work with people of the opposite sex, diverse racial ethnic groups, mentally ill and emotionally disturbed offenders.
Communicate by talking, listening and/or signaling people to convey or exchange information, assignments.
Work in an environment with fluctuating noise and temperature (hot and cold) which may include working outdoors in inclement weather and/or concrete floor/wall work settings.
Willing and able to work various shifts, days, afternoons, graveyards (nights) which includes a rotating shift schedule.
TB (tuberculosis) screening is required of all new employees upon hire.
Successful completion of a background investigation is required.

Nice To Haves

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 working with confidential information.
Experience creating and maintaining budgets and budget reports.
One year of clerical experience is preferred if using the substitution.

Responsibilities

Receives and screens inquiries and ensures response and/or follow-up are completed.
Researches information to resolve problems or concerns when the solution is unclear.
Instructs customers on filling out forms/documents.
Distributes 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.
Creates, compiles, and builds employee personnel files.
Maintains confidentiality of information.
Files all documentation into electronic personnel files.
Creates, maintains, and tracks data using appropriate software.
Verifies adequate releases, gathers information, and monitors the review of files as requested by employees, supervisors, investigators, and attorneys.
Scans and uploads release documents into current files.
Provides accurate information to approved stakeholders as it relates to employment verifications, employment dates, salary, and work titles.
Utilizes Microsoft Word, Access, Excel, Power Point, 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.
Handles facility purchasing using a C-card.
Performs other duties as assigned.