CDOC ONLY- Administrative Assistant III - Parole Office Extraditions Unit

State of Colorado • Denver, CO

4d • Onsite

About The Position

This position provides direct administrative support to the Transport/Extraditions Unit staff. The primary duties and responsibilities include monitoring NCIC/CCIS for out-of-state arrests and other notifications, completing required paperwork, communicating daily with outside agencies nationwide, processing travel expenses and reimbursements, entering travel itineraries and credit card purchases into a budget tracker, tracking and reconciling all travel expenses with CORE, collaborating with the Division's Business Office, processing Governor's warrant requisitions, performing monthly warrant validations, answering email and phone correspondence, tracking out-of-state arrests, backing up transport arrangements, creating and maintaining an office procedure manual, formatting and developing new forms, providing customer service to various stakeholders, researching information to resolve issues, typing, reviewing, filing, copying, and scanning documents, maintaining organized filing systems, making purchases using a state-issued Purchasing Card, and ensuring clear communication with supervisors and staff. The role also involves performing other assigned duties.

Requirements

• Three (3) years of relevant experience in an occupation related to the work assigned.
• 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.
• 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).
• 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.
• Possess a valid driver’s license.
• Possess a high school diploma or GED.
• Have NO felony convictions.
• 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.
• 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 substitution).

Responsibilities

• Monitor NCIC/CCIS for out of state arrests (YQ hit confirmations, located warrant, detainer notifications), other TTY messages, fingerprint arrest notifications, and criminal event notifications.
• Complete all required paperwork tied to arrests/TTY messaging.
• Communicate daily with outside agencies from across the nation and US Territories.
• Process travel expenses/reimbursements ensuring accuracy and noting discrepancies.
• Enter all expense information into transport budget tracker.
• Process air travel by entering all itineraries and credit card purchases (hotels etc.) on budget tracker.
• Track and reconcile all air travel, expenses reimbursements, and any other credit card purchases on transport tracker with CORE.
• Collaborate and train with the Division's Business Office.
• Process Governor's warrant requisitions.
• Perform monthly warrant validations-researching information on all warrants and validating after any modifications.
• Answer all group or personal email correspondence and phone calls from outside agencies.
• Track all out of state arrests, monitor tracker dates, and add any updates.
• Back-up for transport arrangements and related travel packets.
• Create and maintain office procedure manual containing specifics of all office procedures.
• Format and develop new forms as required.
• Provide excellent customer service by directing and/or responding to all stakeholders.
• Research information to resolve problems, concerns, errors, and/or complaints.
• Type, review, file, copy and scan various documents and memos as needed.
• Maintain a clear, concise and organized filing system electronically or physically.
• Make purchases using the state issued Purchasing Card (P-Card).
• Ensure clear and concise communication with supervisors and staff members.
• Perform other duties as assigned.

Benefits

• 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