CDOC Administrative Assistant III - Buena Vista Correctional Complex

State of Colorado • Denver, CO

5d • Onsite

About The Position

This position is for an Administrative Assistant III at the Buena Vista Correctional Complex. The role involves receiving and screening inquiries, researching information to resolve problems, instructing customers on forms, distributing mail, scheduling meetings, taking and transcribing minutes, and ensuring clear communication. The position also involves creating and maintaining employee personnel files, maintaining confidentiality, tracking data using software, verifying releases, gathering information, monitoring file reviews, scanning and uploading documents, and providing employment verification information. The role utilizes Microsoft Office Suite, DCIS, and PCDCIS for data management, and distributes information via mail, email, and fax. Additionally, it involves establishing and maintaining record-keeping systems, drafting and editing correspondence and documents, and designing/revising various office materials. Other duties as assigned.

Requirements

• Three (3) years of relevant experience in an occupation related to the work assigned to this position
• General clerical duties may include: The accurate and timely completion and processing of documents and information; data entry; printing; scanning and making copies; scheduling; accepting reservations or registrations; arrange meeting logistics and equipment; reception and intake; record keeping, filing and maintenance; answering multiline phones and relaying messages; and general administrative tasks in an office support environment.
• Or A combination of related education and/or relevant experience in an occupation related to the work assigned equal to three (3) years
• 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)
• 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
• Must be 21 years of age
• Possess a valid driver’s license
• Possess a high school diploma or GED
• Have NO felony convictions, to include any actions defined in 5 U.S.C. 301; U.S.C. 509, 510; 42 U.S.C. 15601-15609.
• The CDOC shall not hire nor promote anyone who may have contact with an offender who has engaged in sexual abuse which includes acts, activity, and sexual behavior, in a prison or other institution as defined in 42 U.S.C. 1997; or has been convicted of engaging or attempting to engage in sexual activity in the community facilitated by force, overt or implied threats of force or coercion, or if the victim did not consent or was unable to consent or refuse, or has been civilly or administratively adjudicated to have engaged in the activity described in the above paragraph.
• The agency shall consider any incidents of sexual harassment in determining whether to hire anyone who may have contact with offenders or residents.
• Applicants must have 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
• Must be able to see and hear in order to observe, address and respond to potential breaches in safety and security
• 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 travel
• 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
• If you are using the substitution, one year of clerical experience is preferred.

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
• Maintain confidentiality of information
• File all documentation into electronic personnel files
• 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 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.
• 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

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED