Administrative Assistant III - DORA Hybrid

State of Colorado•Denver, CO

2d•Hybrid

About The Position

The Department of Regulatory Agencies (DORA) is hiring Administrative Assistant III positions to provide administrative office support and services for various divisions, licensing boards, and programs. The positions are designated for a hybrid workplace arrangement, with scheduled and supervisor-directed in-office work based on business needs. Duties may change frequently for some positions, and this announcement may be used to fill multiple vacancies. The work includes evaluating applications and supporting documents; creating files and entering and checking data in licensing and other systems; reviewing information for compliance with rules, regulations, and laws; contacting people or organizations to obtain additional information; monitoring deadlines; responding to public-record requests; preparing and maintaining records; organizing information for boards and stakeholders; handling a high volume of inquiries; and conducting complaint intake. Other duties include preparing board meeting agendas and follow-up, reception, copying and faxing, mail distribution, and other assigned administrative work. DORA’s mission is consumer protection and preserving the integrity of Colorado’s marketplace. The department states that it values diversity and seeks an inclusive workplace that reflects its communities and promotes positive relationships and varied perspectives.

Requirements

Three years of full-time professional general clerical experience in an office environment, including experience processing applications and/or analyzing documents for completeness, correctness, or compliance; managing calls and/or responding to difficult customers with tact and diplomacy; working according to detailed policies, procedures, and deadlines; and using general PC software applications, including Microsoft Office and Google applications.
Alternatively, an associate’s degree in business administration, general management, communication, or a related field of study, plus one year of full-time professional general clerical experience meeting the stated experience criteria.
Alternatively, qualifying college, university, or non-correspondence business school coursework from an accredited institution in a stated or related field may substitute for experience on a year-for-year basis, up to three years. Transcripts verifying required credits must be received by the application deadline.
Part-time experience is prorated. Preferred experience will be within the last five years, and applicants must describe their experience in detail in the application.
Demonstrated written and verbal communication skills; attention to detail; sound judgment; critical thinking and analytical skills; dependability and reliability; integrity and high ethical standards; and ability to maintain confidential, controversial, or sensitive information.
Ability to travel independently and work in the office as required by business needs and scheduled by the supervisor.
Ability to work independently with minimal supervision, learn new processes, prioritize and organize tasks, manage competing and changing priorities, and meet tight deadlines.
Flexibility and adaptability to changing work processes and environments; ability to understand and follow workplace principles and practices; and willingness to perform assigned functions and accept direction, feedback, and constructive criticism.
Ability to read, understand, interpret, apply, and explain laws, rules, policies, and procedures; collaborate with stakeholders; and diplomatically serve difficult customers.
Professional demeanor and proficiency with Microsoft Office, including Excel and Word, and Google Suite, including Gmail, Calendar, Meet, Docs, Slides, Sheets, and Drive.
Successful passing of a reference check and, if required, a background check.

Nice To Haves

Experience updating and utilizing databases.
At least one year of experience in the public sector and/or a State government agency.
Customer service experience with a State government agency.
Qualifying clerical experience within the last five years.
Experience using CORE.
Fluency in Spanish (speaking, reading, and writing).
Experience providing support to executive-level management.

Responsibilities

Evaluate applications and supporting documents.
Set up files and enter data into systems, including licensing systems, checking for accuracy and completeness.
Analyze information and documents to determine compliance with rules, regulations, and laws.
Contact appropriate entities or individuals to obtain additional information.
Monitor work to ensure timeframes are met.
Analyze and fulfill requests for public documents.
Maintain files and prepare them for permanent records retention.
Organize and prepare information for consideration by Boards and stakeholders.
Respond to a high volume of inquiries from applicants and other entities by telephone, email, and written communication.
Perform complaint intake functions.
Prepare Board meeting agendas and complete follow-up.
Perform reception duties, copying and faxing, use position-specific automated systems, distribute mail and conduct mass mailings, and complete other assigned administrative duties.
Adapt to frequently changing duties and assignments where required.

Benefits

Employer-sponsored RTD EcoPass.
Flexible schedules.
Training and professional development opportunities.
Employee wellness programs, including the Colorado State Employee Assistance Program, which provides free, confidential counseling services.
Bike-to-work programs, including access to storage lockers and bike racks.
Flexible retirement benefits, with a choice of the PERA Defined Benefit Plan or PERA Defined Contribution Plan, plus optional 401K and 457 plans.
Medical and dental health insurance for employees, with optional dependent coverage.
Life insurance for employees, with optional dependent coverage.
Paid time off, including 11 paid holidays.
Short- and long-term disability coverage.
Tuition assistance program.