Office of Administrative Solutions Program Assistant

State of Colorado • Denver, CO

1d • Hybrid

About The Position

This position provides high-level support for the Deputy Executive Director/Chief Administrative Officer (DED/CAO) and the Office of Administrative Solutions (OAS) Leadership Team; and acts as the first point of contact for the DED/CAO. This position also provides expanded administrative support to the Office of Administrative Solutions. Provides technical assistance on departmental office processes and protocols, such as completing travel documents, correspondence to stakeholders, executive managers, other Division and Program Managers and staff throughout the Department. Acts as a liaison with other divisions, agencies, and state departments and utilizes information and knowledge to resolve difficult or unusual situations. Provides short and long-term project assistance. Additional position duties include, but are not limited to: Scheduling and calendar management for the DED/CAO. Manages the DED/CAO’s calendar to prevent and resolve scheduling conflicts and build in enough flexible time between meetings for the DED/CAO to complete other tasks. Schedules routine and non-routine meetings on behalf of the DED/CAO & OAS Leadership team with members of the Senior Executive Team (SET), Division Directors, other CDEC staff, and/or external partners and stakeholders. Manages and organizes documentation and records for OAS. This includes completing and submitting travel requests and reimbursements, sorting and filing material from meetings and presentations, reviewing and filing confidential information, and preparing and proofreading copies of correspondence, narratives, spreadsheets, etc. Assists with the organization and processing of OnBase requests (RQS, PARs, etc.) for OAS. Functions as a backup timekeeper for assigned groups, which includes but is not limited to: entering and setting up schedules for staff, sending reminder emails to staff and supervisors of payroll deadlines, ensuring holiday leave hours are entered correctly, provide job aids as needed. Acts as a liaison with other Offices, Division(s), and Department staff, prioritizing functions and correspondence, coordinating meetings and presentations, and scheduling travel and making travel arrangements. Manages and organizes documentation and records for OAS. This includes completing and submitting travel requests and reimbursements, sorting and filing material from meetings and presentations, reviewing and filing confidential information, and preparing and proofreading copies of correspondence, narratives, spreadsheets, etc. Support OAS Leadership as necessary with selection, onboarding, and offboarding of employees as necessary. This can include, but is not limited to scheduling interviews, correspondence with candidates, meeting new hires on their first day, scheduling equipment provisioning with technology teams, ensuring equipment is dropped off appropriately. Coordinates closely with the People Operations Assistant on timekeeping, on boarding, offboarding, and purchasing of any supplies that may be ergo related or already purchased through our facilities and operations team. Manages clearance requests for OAS.

Requirements

• Five (5) years of relevant experience in an occupation related to clerical and administrative skills, such as data entry, uploading electronic files, managing files/records, and answering phones.
• At least one year of experience providing administrative support to executive-level leadership.
• State of Colorado residency required.

Nice To Haves

• State of Colorado experience related to the duties of this position
• Experience providing administrative support to executive-level leadership.
• Demonstrated ability to manage complex scheduling and travel arrangements (both in-state and out-of-state).
• Experience organizing and coordinating large meetings, town halls, or stakeholder gatherings.
• Experience serving as a primary point of contact for internal and external stakeholders, including legislative and government officials.
• Strong business writing skills, including the ability to draft and edit correspondence on behalf of leadership.
• Demonstrated discretion in handling sensitive personnel and organizational information.
• Ability to identify administrative issues and implement effective solutions independently.
• Proficiency with Google Workspace and Microsoft Office Suite.
• Familiarity with State of Colorado procurement and travel systems (e.g., CORE) and document management systems (e.g., OnBase).
• Experience navigating State Fiscal Rules and administrative regulations.
• Experience with Salesforce, Smartsheet, or software programs of a similar nature.
• Highly Desired Proficiency in coordinating intricate in-state and out-of-state travel, including booking, itineraries, and expense reimbursement.
• Experience with purchasing, procurement, and maintaining efficient office workflows.
• Proven ability to act as a liaison for high-profile contacts, including the Governor’s Office, elected officials, and community partners.
• Strong editorial skills for drafting, proofreading, and formatting executive correspondence and reports

Responsibilities

• Provides high-level support for the Deputy Executive Director/Chief Administrative Officer (DED/CAO) and the Office of Administrative Solutions (OAS) Leadership Team.
• Acts as the first point of contact for the DED/CAO.
• Provides expanded administrative support to the Office of Administrative Solutions.
• Provides technical assistance on departmental office processes and protocols.
• Acts as a liaison with other divisions, agencies, and state departments.
• Provides short and long-term project assistance.
• Scheduling and calendar management for the DED/CAO.
• Manages the DED/CAO’s calendar to prevent and resolve scheduling conflicts.
• Schedules routine and non-routine meetings on behalf of the DED/CAO & OAS Leadership team.
• Manages and organizes documentation and records for OAS.
• Assists with the organization and processing of OnBase requests (RQS, PARs, etc.) for OAS.
• Functions as a backup timekeeper for assigned groups.
• Acts as a liaison with other Offices, Division(s), and Department staff.
• Support OAS Leadership as necessary with selection, onboarding, and offboarding of employees.
• Coordinates closely with the People Operations Assistant on timekeeping, on boarding, offboarding, and purchasing of any supplies.
• Manages clearance requests for OAS.

Benefits

• 11 paid holidays per year plus vacation and sick leave
• Medical, dental, and vision plans
• State paid life insurance policy
• Choice of 2 retirement plans (defined benefit or defined contribution)
• Optional 401(k) and 457 plans
• State paid short-term disability coverage
• Additional optional life and disability plans
• Credit Union membership
• Training and professional development

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed