Job Information
State of Colorado Administrative Assistant III - State Architect / Hybrid in Denver, Colorado
Administrative Assistant III - State Architect / Hybrid
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Administrative Assistant III - State Architect / Hybrid
Salary
$49,848.00 - $52,920.00 Annually
Location
Denver, CO
Job Type
Full Time
Job Number
AAA-01413-121924
Department
Department of Personnel & Administration
Division
Office of the State Architect
Opening Date
12/23/2024
Closing Date
1/5/2025 11:59 PM Mountain
FLSA
Determined by Position
Type of Announcement
This position is open only to Colorado state residents.
FLSA Status
Non-Exempt; position is eligible for overtime compensation.
Department Contact Information
Heather Siegal heather.siegal@state.co.us
Primary Physical Work Address
Eligible for a hybrid flexible work assignment within Colorado and may be required to work on site at 1525 Sherman St Denver Co 80203 as necessary to meet business needs.
How To Apply
Please submit an online application for this position at https://www.governmentjobs.com/careers/colorado. Reach out to the Department Contact to apply using a paper application, including any supplemental questions. Failure to submit a complete and timely application may result in the rejection of your application. Applicants are responsible for ensuring that application materials are received by the appropriate Human Resources office before the closing date and time listed.
Description
Benefits
Questions
Department Information
This position is only open to Colorado state residents.
NOTE: This posting may fill more than one vacancy.
Thank you for your interest in working for the State of Colorado. Join us and find meaningful work in public service to our state and its residents, helping to make Colorado a great place to live and work in. Please watch the short video below for tips on applying.
Apply for a job with the State of Colorado (https://www.youtube.com/watch?v=vUwZiY6G24U&feature=youtu.be)
To learn more about what happens after you apply for a position with the State of Colorado, please watch the short, informative video
What Happens After You Apply (https://youtu.be/Bevm6F3LfBM)
Committed to Diversity - We foster a workforce that is reflective of the communities we serve. If you’re looking for a place where you can be your authentic self at work and celebrate the uniqueness of those around you, then we want to talk to you! State of Colorado employees were asked to reflect on their experience with equity, diversity, and inclusion. Click here to learn more about their experiences
Colorado For All - Colorado Employees Reflect on Equity, Diversity, & Inclusion (https://www.youtube.com/watch?v=eAPo-IRsOZU&t=3s)
The Department of Personnel & Administration (DPA) is the foundation for dependable state government, leading with responsiveness, integrity, and teamwork. We provide services to other government agencies and all Coloradans by taking bold initiative toward a government with engaged employees, innovative solutions, and constructive partnerships.
DPA provides a wide range of programs and services, from custodial & maintenance to financial and human resources support, which assist other state agencies in fulfilling their missions. At DPA, there are countless opportunities to contribute to meaningful work that supports and serves the people of Colorado. The wide variety of positions in DPA allow individuals to learn about state operations and provide for long-term career growth.
If your goal is to build a career that makes a difference and build greater public confidence in good government, consider joining the dedicated people of the State of Colorado; it's a chance to combine your expertise with public service. Our professionals strive to support state government and the residents of Colorado. Customer service is a key component for every position in state government as is the focus on ideas and ways to redesign the delivery of services in making state government more.
Good Government Starts Here!
Why We Want You:
We want your expertise, positive energy, drive to succeed, and love of this great state as we work to elevate the expectations Coloradans have of their government.
What You'll Get From Us:
In return for the skilled work you do, DPA provides a competitive compensation and benefits package to accompany employment opportunities. Please see the Benefits Overview video (https://www.colorado.gov/pacific/dhr/benefits) for details on the benefits offered to employees.
Description of Job
Provide office and database management to the four programs within the Office of the State Architect.
A summary of the duties and responsibilities will include, but are not limited to, the following:
Coordination with all Office of State Architect programs.
Monitor a file storage structure for all programs: maintain filing structure, maintain and provide direction for files on the Google Drive
Office management: Track computers and associated equipment, order office equipment and supplies, schedule monthly staff meetings Assist State Architect with agency delegation
Maintain the Delegate Contact List and post updates on the webpage, prepare correspondence for delegation meetings, receive signed documents, and schedule delegation meetings
New employee onboarding: Assemble new employee notebooks, computer equipment, office supplies and equipment and maintain new employee Google folder, be on-site for new employee’s first day, set up computer, email, VPN, and answer any questions related to general office protocol
Coordinate and support any training for all programs
Primary contact for general phone and email
Monitor and maintain document accessibility
Maintain the Office of State Architect website, working directly with the Website Content & Communications Specialist and staff on updates
Using Adobe Acrobat, CommonLook, or other Department approved tools to audit & remediate PDF documents in order to ensure compliance with PDF best practices and accessibility standards
Review all document types for best practices, conformance and, where appropriate, suggesting or implementing improvements to document structure and content
Track progress or activities related to document auditing and remediation
Maintaining knowledge of current guidelines for accessibility and ensuring compliance
General knowledge of Office of State Architect and Department of Personnel and Administration policies and procedures
Become (and maintain) knowledge of current policies and procedures as well as related Department of Personnel and Administration policies and procedures.
Prepare templates and forms within appropriate time frames
Send correspondence as necessary to state agencies and institutions of higher education on Office of State Architect statutory and policy revisions
Assist the State Buildings Program in formatting and quality control of contract templates and procedural forms after each legislative session or Rule update.
Annually update Word version of statutes
Transferring the download from LexisNexis into Microsoft Word
Organize annual meeting and trainings
Plan and organize OSA Annual Meeting in-person or virtual, coordinate materials with staff, create a new subfolder of all annual meeting presentations
Set up and facilitate Annual Meeting and periodic meeting/training requests, collect registration fees
Coordinate with agencies to develop a process of scheduling sessions, class registration, and attendance tracking
Create agenda, maps, prepares and distributes handouts, distribute lunch menus and order lunch items as needed
Facilitate annual reporting and performs other duties as assigned
Annual budget instructions
Coordinate with Program Managers for any updates for the instructions and forms, post updated instructions and forms on the website
Create/modify forms and content to of the Annual Instruction and Forms
Compile documents received from agencies, electronically file and track receipt.
Share with Program Managers the annually reported information
Create reports or support program managers
Oversee the schedule for the annual report, coordinate updates and ultimately the final completion of the Annual Report and post the report to the website
Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights
*A Human Resources Analyst will only review the work experience/job duties sections of the online job application to determine whether you meet the minimum qualifications for the position for which you are applying. Cover letters and resumes WILL NOT be accepted in lieu of the official State of Colorado online application , but may be attached. Applicants must meet the minimum qualifications to continue in the selection process for this position. Work experience and qualifications must be specifically documented on your online application. Do not use "see resume" or "see attached" statements on your application. Resumes WILL NOT be reviewed for minimum qualification screening. If it is determined that you meet the minimum qualifications, your application will also be used as part of the comparative analysis process to identify a top group for further consideration.
Skills-Based Hiring This position is advertised in line with the Governor’s executive order ( Executive Order 2022 015 (https://www.colorado.gov/governor/sites/default/files/inline-files/D%202022%20015%20Skills%20Based%20Hiring%20EO.pdf) ) focused on skills-based hiring practices that focuses on the knowledge, skills, and abilities specific to the job and aligns the hiring process accordingly. Skills-based hiring reduces potential barriers for applicants and allows for reduced bias in the hiring process by providing a direct description of skills that are unique to the duties assigned to the position with a recognition that the applicant may have developed these skills through education, training or past experiences.
Residency Requirement: This posting is only open to residents of the State of Colorado at the time of submitting your application.
Class Code & Classification Description:
G3A4XXADMINISTRATIVE ASSISTANT III (https://drive.google.com/file/d/0B4enHpLSVk4eMWdzbVhaZTJDWW8/view?usp=sharing&resourcekey=0-b3y8iaBxItfgb77tjmzofw)
MINIMUM QUALIFICATIONS:
Experience Only:
At least three (3) years of relevant experience in coordinating office tasks, organizing training sessions, technical writing and data entry in a busy office environment.
OR
Education and Experience:
A combination of related education and/or relevant experience in an occupation related to coordinating office tasks, organizing training sessions, technical writing and data entry in a busy office environment equal to at least three (3) years
The exceptional candidate will possess the proven ability or accomplishment in the following preferred qualifications:
Previous State Service related to the work assigned to the position
Meticulous attention to detail
Ability to manage multiple assignments independently
Strong project management and organizational skills
Strong organization, prioritization and self-motivation skills
Customer service skills
Experience planning, coordinating, creating and distributing communications to a variety of audiences
Conditions of Employment:
A pre-employment criminal background check will be conducted as part of the selection process.
Comparative Analysis Process The comparative analysis process for this position may consist of a structured application review, an online assessment and a structured interview.
Appeal Rights:
An applicant who has been removed from an employment list or removed from consideration during the selection process may request a review by the State Personnel Director.
As an applicant directly affected by the results of the selection or comparative analysis process, you may file a written appeal with the State Personnel Director.
Review of the completed, signed and submitted appeal will be timely on the basis of written material submitted by you, using the official appeal form signed by you or your representative. This form must be completed and delivered to the State Personnel Board by email at dpa_state.personnelboard@state.co.us within ten (10) calendar days from your receipt of notice or acknowledgement of the Department’s action.
For further information on the Board Rules, you can refer to 4 Colorado Code of Regulations (CCR) 801-1, State Personnel Board Rules and Personnel Director's Administrative Procedures, Chapter 8, Resolution of Appeals and Disputes, at spb.colorado.gov/board-rules .
Supplemental Information
The State of Colorado believes that equity, diversity, and inclusion drive our success , and we encourage candidates from all identities, backgrounds, and abilities to apply. The State of Colorado is an equal opportunity employer committed to building inclusive, innovative work environments with employees who reflect our communities and enthusiastically serve them. Therefore, in all aspects of the employment process, we provide employment opportunities to all qualified applicants without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity or expression, pregnancy, medical condition related to pregnancy, creed, ancestry, national origin, marital status, genetic information, or military status (with preference given to military veterans), or any other protected status in accordance with applicable law.
Accommodations : The Department of Personnel & Administration is committed to the full inclusion of all qualified individuals. As part of this commitment, our agency will assist individuals who have a disability with any reasonable accommodation requests related to employment, including completing the application process, interviewing, completing any pre-employment testing, participating in the employee selection process, and/or to perform essential job functions where the requested accommodation does not impose an undue hardship. If you have a disability and require reasonable accommodation to ensure you have a positive experience applying or interviewing for this position, please direct your inquiries to our ADAAA Coordinator, Heather Siegal heather.siegal@state.co.us
The State of Colorado offers permanent employees a variety of benefits including medical, dental, life and disability insurance, as well as a comprehensive leave program. Please click the following link for detailed information: www.colorado.gov/pacific/dhr/benefits
Please note that each agency's contact information is different; therefore, we encourage all applicants to view the full, official job announcement which includes contact information and class title. Select the job you wish to view, then click on the "Print" icon.
01
This position requires: Experience Only: At least three (3) years of relevant experience in coordinating office tasks, organizing training sessions, technical writing and data entry in a busy office environment. OR Education and Experience: A combination of related education and/or relevant experience in an occupation related to coordinating office tasks, organizing training sessions, technical writing and data entry in a busy office environment equal to at least three (3) years Do you meet this qualification?
Yes
No
02
If you selected yes, please tell us about your qualifying education or equivalent experience here, including names of organization and dates of service.
03
This position requires proficiency in a number of applications including Microsoft Word, Excel, Powerpoint, Adobe Acrobat and Photoshop as well as Google Docs and Sheets. Please describe your experience using these applications, include the frequency and whether you would consider your experience as novice, proficient or advanced.
04
Please describe your experience in maintaining or updating web pages. (Note this is not a front end developer position)
05
The salary listed on the top of this posting is the top of the hiring range, if offered this position, is the salary listed acceptable to you?
Yes
No
06
Please describe how you learned of this job opening.
07
FOR CURRENT OR FORMER EMPLOYEES OF THE STATE OF COLORADO: Per the requirements of the Step Pay Program, any State employee must be paid a rate that is equal to or greater than the appropriate step pay rate within their classification’s pay range based on completed years in their current class series as of June 30. All current and former State employees must ensure that your entire work history within the State Classified System, including at Institutions of Higher Education, is indicated in your application so that your time-in-series can be calculated accurately. If you are a current State of Colorado employee, please list all State of Colorado Departments or institutions of Higher Education for which you have worked for and your Employee ID (if known):
Required Question
Agency
State of Colorado
Address
See the full announcement by clicking
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Location varies by announcement, Colorado, --
Website
https://careers.colorado.gov/
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