APCD Executive Assistant - PA II - TERM LIMITED

State of Colorado•Denver, CO

5d•Hybrid

About The Position

The Air Pollution Control Division (APCD) is responsible for implementing measures to prevent and/or control air pollution. The division administration is responsible for management and administration of the state air quality programs. Included is the oversight/enforcement of the regulations developed by the Air Quality Control Commission (AQCC), and management of the business, policy and technical operations of the division. The purpose of this position is to assist the division director and the senior staff in the design, implementation and management of systems and processes to manage multiple internal and external projects, which the division is involved in. This position performs a variety of duties and has oversight responsibility for a range of administrative issues across the division including training, drafting and editing correspondence for both internal and external stakeholders; and compiling and analyzing information and data from internal and external documents. Provides training, guidance, and oversight to division staff to ensure accurate interpretation and adherence to division and department rules, standards, policies, regulations, and procedures. Uses word-processing, spreadsheet, Visio, and database software competently and independently. Prepares or edits presentations and other materials to support division needs for internal and external stakeholders and purposes. Maintains calendars, meetings and appointments, tracks assignments and projects, assists visitors, and makes travel arrangements for division senior management. Works with a variety of internal and external groups and committees, with responsibilities including setting dates and times of meetings as well as agendas, record meeting summaries and action items. This position works closely with the program managers and all division staff employing independent judgment and decision-making in the resolution of problems and the performance of assigned duties and assists the division director in maintaining effective and positive internal and external division work relationships. Coordinates travel needs, cross division support for complex matters, Rewards and Recognition, and supports or completes website updates. The position requires working in a fast-paced environment that requires the successful candidate to be adaptable, flexible, demonstrated ability to anticipate and resolve issues and reprioritize quickly to meet organizational needs.

Requirements

Five (5) years of experience in administrative or operational experience directly supporting government officials and/or executives.
A combination of related education and/or relevant experience in Business Administration or Public Administration and administrative or operational experience directly supporting government officials and/or executives equal to five (5) years
This experience must be substantiated within the Work Experience section of your application. "See Resume" will not be accepted.
In addition, part-time work will be prorated.

Nice To Haves

Relevant experience with the State of Colorado
Demonstrated experience managing complex projects and working effectively under tight timeframes and deadlines
Knowledge of project management principles
Demonstrated ability to thrive in high pressure positions and deliver results
Demonstrated ability to effectively navigate ambiguity within a business setting
Maintains confidentiality over all sensitive matters
Ability to quickly become adept at various office software systems, exposure to publishing, graphic design and project management systems
Ability to create compelling presentation documents for various audiences
Practices active listening and is flexible in solutions
Previous experience creating verbal and written communication
Demonstrated strong and effective communication, teamwork, flexibility, accountability, adaptable
Demonstrated strong emotional intelligence and embraces diversity and inclusion
Experience using and enhancing technology and software programs

Responsibilities

Provides skilled professional support to the division director and management staff and acts as point of contact for the division.
Coordinates reporting for division director by gathering pertinent program information from program managers, synthesizing the information, identifying the need for additional information; providing additional research based on topics suggested by division or deputy director.
Composes and communicates information to general staff, managers, and senior leadership on the director’s or deputy director’s behalf in order to unify division actions and foster consistency with department and division priorities.
Facilitates agenda for key meetings, including all-staff meetings.
Maintains calendars and appointments, tracks assignments and projects, screens calls, assists visitors, and makes travel arrangements for division senior management.
Coordinates scheduling and logistical arrangement of meetings, conference calls and responds to speaking engagement requests for the director and prepares audiovisual materials for presentations.
Works with a variety of internal and external groups and committees, with responsibilities including setting dates and times of meetings as well as agendas, record meeting summaries and action items.
This position works closely with the program managers and all division staff employing independent judgment and decision-making in the resolution of problems and the performance of assigned duties and assists the division director in maintaining effective and positive internal and external division work relationships.
May attend and participate in meetings to support and/or to cover for the division director or deputy directors
Acts as key division contact when the director is unavailable.
Composes and formats documents electronically, including letters, memos, itineraries, status reports, presentations (PowerPoint), spreadsheets (Excel), and other related documents.
Serves as division directors and deputy director’s liaison to various division staff to ensure that assignments, problems and concerns have been addressed.
Tracks documents submitted to division director for signing and routing, assures completeness and accuracy of information forwarded to senior management.
Develops and maintains filing and retrieval systems for paper and electronic documents.
Serves as team member responsible for updating assigned areas of the division website.
May compile and report monthly metrics or other information to be used by department leadership for a variety of purposes.
Assists and/or coordinates with compilation or development of reports and information for management, the Air Quality Control Commission and the Division’s Enterprise Boards.
Provides support for the annual division work-plan and strategic plan updates.
Edits and refines correspondence, memos and presentations.
Independently composing, reviewing, editing, and formatting various electronic documents, such as letters, memos, itineraries, status reports, presentations, and spreadsheets.
Making decisions on the development and maintenance of filing and retrieval systems for both paper and electronic documents.
Organizes information in a way that facilitates efficient retrieval and supports the division's workflow.
Serves as coordinator for NIMS (and other identified department required) training programs, travel authorizations, WESTAR and WRAP budget compliance (Amendment 41).
May serve as a Division Representative on the Continuity of Operations and Emergency Planning Teams.
Coordinates and serves as a point of contact for the Rewards and Recognition system.
May serve as back-up Kronos Administrator and timesheet coordinator.
Assists staff with travel authorization processes, resolving issues directly or elevating to the Deputy Director.
Attends meetings, serves on task forces or teams, completes projects, cross trains and supports other administrative function needs across division programs associated with staff absence, volume of work and/or as necessitated by staff turnover and other duties as assigned by the supervisor.

Benefits

Free parking and access to RTD bus lines.
Flexible working arrangements
Retirement ( PERA options), Medical and dental health plans Defined Benefit Plan or the PERA Defined Contribution Plan, plus optional 401K and 457 plans
Paid life insurance
Short- and long-term disability coverage
11 paid holidays per year and generous personal time off
Tuition assistance
Wellness programs
Professional development opportunities on a wide variety of subjects
Career advancement opportunities throughout the State system
Some positions may qualify for the Public Service Loan Forgiveness (PSLF) Program.