CDOC ONLY - Transparency Posting - Administrative Assistant III - (Reinstatement Only)

State of Colorado • Denver, CO

5d • Onsite

About The Position

This job announcement is for transparency purposes only and the position will be filled with a reinstatement. The primary duties include receiving and screening inquiries, researching information to resolve problems, instructing customers on forms, distributing mail, scheduling meetings, taking and transcribing minutes, ensuring clear communication, and creating/compiling employee personnel files. The role also involves maintaining confidentiality, filing documentation electronically, creating, maintaining, and tracking data using software, verifying releases, monitoring file reviews, scanning and uploading documents, providing employment verification information, utilizing Microsoft Office Suite and other computer programs for data management, distributing information via mail, email, and fax, establishing and maintaining record-keeping systems, and drafting/editing correspondence, documents, and reports. The position may also involve designing and revising documents such as handouts, flyers, instructions, and manuals. 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; arranging 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.
• 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.
• 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.
• Successfully complete a background investigation.

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.
• Performs other duties as assigned.

Benefits

• State Personnel Board Rules and Personnel Director’s Administrative Procedures
• Equal Pay for Equal Work Act
• State employees are hired and promoted through a comparative analysis
• Employees who are rehired or reinstated within six months of their separation will return at either their previous pay rate if hired into the same class level or based on their time in the class series, whichever is higher.
• Those rehired or reinstated after six months' separation will be calculated using the same formula for new hires and promotions.
• Salary adjustments are not guaranteed and may be influenced by factors such as internal pay equity, budget constraints, market benchmarks, or the individual’s current compensation level.
• Any changes to compensation will be determined separately and communicated accordingly.
• Standard appeal form is available on the State Personnel Board website.
• 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.
• The State of Colorado strives to create a Colorado for All by building and maintaining workplaces that value and respect all Coloradans through a commitment to equal opportunity and hiring based on merit and fitness.
• The State is resolute in non-discriminatory practices in everything we do, including hiring, employment, and advancement opportunities.
• The Colorado Department of Corrections is committed to the full inclusion of all qualified individuals.
• The 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.
• All Department of Corrections facilities and buildings are tobacco free.

What This Job Offers

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