CDOC - Administrative Assistant III - Corrections Training Academy

State of Colorado • Denver, CO

4d • Onsite

About The Position

This position is for an Administrative Assistant III at the Colorado Correctional Training Academy (CTA) in Colorado Springs. The role involves tracking and scanning documents, preparing training materials, providing front office support, organizing graduation events, updating student handbooks, and offering excellent customer service to various stakeholders including internal departments, other state agencies, offender families, and the general public. The position also requires researching information to resolve issues, typing, filing, copying, scanning documents, maintaining filing systems, assisting with compliance files and records management, collecting and compiling data for reports, tracking budget expenditures, making purchases with a state-issued Purchasing Card (P-Card), responding to inquiries via various communication channels, ensuring clear communication with supervisors and staff, coordinating employee uniform issuance, and performing other assigned duties.

Requirements

• Three (3) years of relevant experience in an occupation related to the work assigned.
• General clerical duties may include: 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.
• 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.
• Successfully completion of a background investigation is required.
• Employees (see exception below) may use marijuana in their personal time but are prohibited from working while under the influence of any substance, including marijuana.
• A drug test will be administered to all new employees; employees must successfully pass.
• Random drug screening will occur throughout employment.

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

• Track documents and scan them into electronic student files.
• Create copies of CTA paperwork needed for Basic Training classes.
• Cover front office duties when CO I is conducting security rounds or is unavailable.
• Organize Basic Training graduation needs, including sending email/calendar invitations and preparing graduation pamphlets and certifications.
• Update information for the Basic Training student handbook and ensure sufficient copies are made for each class.
• 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.
• Assist CTA with compliance files and records management as assigned.
• Collect and compile data to generate reports and routinely update reports.
• Track budget expenditures for the assigned area.
• Make purchases using the state-issued Purchasing Card (P-Card).
• Answer and respond to staff/stakeholder/offender inquiries via phone, facsimile, email, or in person.
• Ensure clear and concise communication with supervisors and staff members.
• Ensure supervisor and/or area manager is apprised of accurate budget totals on a regular basis.
• Coordinate the end-to-end process for initial Basic Training employee uniform issuance, including inventory oversight, storage tracking, auditing, and ensuring ongoing fiscal compliance.
• 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