Operations Technician (Technician III): DORA-Executive Director's Office

State of Colorado•Denver, CO

23h•Onsite

About The Position

The Operations Technician (Technician III) provides technical and administrative support for a variety of functions and programs in the Department of Regulatory Agencies (DORA) Executive Director’s Office Operations Unit. Work includes supporting compliance, metrics and analytics, business technology and innovation, organizational development, onboarding, customer operations, office administration, and special projects. The position monitors program activities, identifies and helps resolve operational issues, applies policies and procedures, and supports coordination across the Executive Director’s Office and other department teams. The position reports to an Operations Lead and works closely with the Operations Manager, Chief Administrative Officer, staff, and leaders across the Executive Director’s Office. Duties include maintaining badge and hybrid-work records; assisting with Citizens Advocate requests; preparing presentations and meeting materials; taking notes and tracking action items; scheduling meetings and appointments; responding to customer inquiries; maintaining records and calendars; and explaining relevant policies, procedures, rules, and regulations. The position coordinates Conference Center requests, helps provide coverage for the DORA main phone line and Welcome and Conference Centers, and performs reception duties as a first point of contact for visitors and customers. Administrative support includes mail processing, scanning, recordkeeping, file maintenance, supply ordering, equipment use, onboarding support, and maintaining shared resources and communication channels. The role also assists with special projects involving areas such as employee events, learning management systems, data measurement and reporting, records administration, safety and security, hybrid work, workforce development, and equity, diversity, inclusion, and accessibility. Project work may include coordinating activities, tracking milestones, documenting work sessions, preparing updates and materials, maintaining databases, and liaising with stakeholders. The position is primarily onsite at 1560 Broadway in Denver, Colorado, and requires the ability to travel independently.

Requirements

Three years of high-level technical operational support, office management, and/or executive assistant experience, including all listed experience requirements; OR an applicable associate’s degree and one year of qualifying experience; OR qualifying related coursework substituted for experience on a year-for-year basis, with at least one year of qualifying experience.
Experience analyzing documents for accuracy and completeness and processing documentation in compliance with laws, rules, policies, or procedures.
Experience using databases to compile, update, analyze, and track data.
Customer service experience managing a high volume of competing requests and responding to difficult customers with tact and diplomacy.
Experience performing time-sensitive, multi-step processes while following detailed policies, procedures, and deadlines.
Ability to travel independently.
Strong written communication skills, including clear, accurate, and concise communication to varied stakeholders.
Strong verbal communication skills and ability to convey information concisely to audiences.
Attention to detail, critical thinking, analytical skills, and sound judgment.
Ability to prioritize, plan, organize tasks, manage competing priorities, and meet tight deadlines.
Interpersonal and collaboration skills, flexibility, adaptability, and problem-solving skills.
Ability to apply accounting techniques and basic accounting theories.
Ability to understand and follow workplace principles, practices, and behaviors; read, understand, and apply rules, policies, and statutes to ensure compliance.
Reliability, dependability, accountability, consistent attendance, and time management.
Ability to maintain confidentiality of sensitive, personal, personnel, proprietary, and other confidential information.
Self-motivation and ability to work independently, learn new processes, and complete work with minimal supervision.
Professional demeanor when interacting with stakeholders and internal staff.
Knowledge and understanding of PC software, including Microsoft Office applications such as Access, Word, and Excel, and Google Suite applications such as Docs, Sheets, and Slides.
Successful passing of a reference check and, if required, a background check.
Applicants qualifying through education must submit a transcript verifying required credits by the application deadline.

Nice To Haves

Experience working in a government body, public-sector, or nonprofit organization supporting high-level leaders.
Experience using databases to compile, update, troubleshoot, analyze, and track data.
Experience working in accordance with detailed policies and procedures to ensure compliance.
Experience with process improvement, including identifying and implementing changes or recommending ways to correct inefficiencies.
Experience researching, analyzing, or auditing procedures or documents to identify gaps and provide recommendations.

Responsibilities

Provide technical support for Operations programs and functions, including metrics and analytics, hybrid work, Citizens Advocate, business technology and innovation, organizational development, and onboarding.
Monitor program activities for compliance with applicable unit, department, and state policies, procedures, and directives; identify operational issues and coordinate their resolution.
Process and track employee identification badges, keep badge records current, and notify relevant staff of badge changes.
Track hybrid-work forms and onsite monitor forms, update tracking logs, and report on submissions and completion.
Log Citizens Advocate requests, inquiries, and complaints and reconcile records with information received by the Citizens Advocate.
Prepare presentations, meeting materials, program-event materials, correspondence, reports, contracts, and other documents; proofread and distribute materials.
Attend meetings and committees, take notes, track action items, document work sessions, and prepare project updates.
Schedule, coordinate, plan, and organize Operations services, meetings, appointments, and project activities; maintain calendars and confirm appointments.
Provide information to customers about assigned programs and projects, explain applicable agency policies and procedures, and respond to questions and inquiries.
Maintain interrelated records, specialized databases, recordkeeping systems, and project tracking information.
Process Conference Center requests, gather relevant information, log and track requests, and follow up on their progress.
Answer the DORA mainline as assigned or as backup and provide Welcome Center and Conference Center coverage and coordination.
Collect and file Welcome Center visitor, incident, and mail logs; assist with call, walk-in, and delivery logs and related analysis; update team resources.
Perform administrative and office support, including office management, customer service, mail processing, recordkeeping, file room maintenance, scanning, ordering supplies, and assembling materials.
Operate office machines and equipment, including computer hardware and software.
Serve as the EDO’s first point of contact for visitors and customers, directing guests and responding to inquiries in person, by phone, or through online chat.
Assist with new employee intake and orientation, collect and process forms and documents, and manage badge access and related system updates.
Support shared mailboxes and internal websites, create graphics for social media, and update resources as directed.
Provide in-service training to clerical and other staff and may provide work direction for related work.
Assist the Operations Coordinator and/or Operations Manager with vendor scheduling and confirm required building documentation is on file.
Coordinate or assist with the preparation, implementation, and evaluation of special projects; track milestones and action items and assist with follow-up.
Coordinate with unit staff, divisions, project partners, and stakeholders to support project objectives and provide project information.
Perform related duties as assigned.

Benefits

Employer-sponsored RTD EcoPass.
Flexible schedules.
Training and professional development opportunities.
Employee wellness programs, including the Colorado State Employee Assistance Program and free, confidential counseling services.
Bike-to-work programs, including access to storage lockers and bike racks.
Retirement benefits through a choice of the PERA Defined Benefit Plan or PERA Defined Contribution Plan, plus optional 401(k) 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.