Administrative Assistant - AA II - HYBRID

Full Job Description

This position will have hybrid workplace options available but will still be required to report to the listed address at the discretion of the supervisor and based on business needs.

Although the full salary range for this position is provided, appointments are typically made at or near the range minimum.

Be BOLD and make a real difference...

We are committed to increasing the diversity of our staff and providing culturally responsive programs and services. Therefore, we encourage responses from people of diverse backgrounds and abilities

The State of Colorado strives to create a Colorado for All by building and maintaining workplaces that value and respect all Coloradans through a commitment to equal opportunity and hiring based on merit and fitness.

The State is resolute in non-discriminatory practices in everything we do, including hiring, employment, and advancement opportunities.

If your goal is to build a career that makes a difference, consider joining the dedicated people of the Colorado Department of Public Health and Environment.

Our tobacco-free campus offers free parking and is conveniently located near RTD bus lines, Glendale City Set, and the Cherry Creek bike path.

In addition to a great location and rewarding, meaningful work, we offer:

• Employee wellness programs and facilities
• Extensive internal professional development opportunities on a wide variety of subjects
• Bike to work programs, including access to storage lockers and bike racks
• Distinctive career advancement opportunities throughout the State system
• Strong, yet flexible retirement benefits including a choice of the PERA Defined Benefit Plan or the PERA Defined Contribution Plan, plus optional 401K and 457 plans
• Medical and dental health plans
• Paid life insurance
• Short- and long-term disability coverage
• 11 paid holidays per year plus generous personal time off
• Mentoring program with opportunities for mentors and mentees
  • Tuition assistance for college level courses including Master’s degree programs
  • Excellent work-life programs, such as flexible schedules, and a variety of employee resource groups

Some positions may qualify for the Public Service Loan Forgiveness Program. For more information, go to: https://studentaid.gov/manage-loans/forgiveness-cancellation/public-service

Requirements

The Work Unit:

The Indoor Environment Program exists to operate and enforce state-wide, legislatively mandated programs in asbestos, lead and Chlorofluorocarbons (CFCs) and support the Environmental Protection Agency by developing regulations, issuing permits and certificates (licenses), approving and auditing training courses, inspecting sources for compliance with applicable regulations and taking appropriate enforcement action against sources, companies and individuals found to be out of compliance.

The Program also provides public assistance and outreach to all Coloradans.

What you will be doing

The purpose of this position is to provide full and overarching administrative support to the Indoor Environment Program through established administrative work processes and implementing general office and administrative operations to accomplish the program’s work.

Work includes, but is not limited to, proctoring lead and asbestos certification exams, responding to records requests, invoicing, tracking payments, assisting with second notices and final notices, implementing established office procedures, general office records systems data entry, including updating files and record management; providing non-technical customer service to regulated communities and the general public.Job Duties:

Assistant and Backup Certification Exam Proctor

• Driving to test location, typically once per week, and independently load, cart, and unload several boxes of testing materials.
• Maintains and keeps fully stocked the materials used for certification exams.
• Adheres to and enforces the test session times and rules.
• Understand the certification and testing process to be able to answer procedural questions posed by customers who are taking an exam or exams.
• Provide quality customer service to all of the various people attending test sessions.

Assistant and Backup Records, Permits and Certification

Records

• Process Colorado Open Records Act (CORA) requests in a timely manner. Maintain records of documents stored off-site, recall as required.
• Destroy older records as per the program records retention schedule and document those actions.
• Provide timely research and follow-up assistance to IEP staff regarding permit and certification applications.
• Assist in the digitization of IEP records.

Permits

• Timely and accurate data entry of asbestos and lead abatement permits and demolition permits
• Conduct review of processed permit applications for accuracy and currency of individual and company certifications and registrations and other non-technical information from the application
• Bring permitting errors to the attention of the inspector on permit duty for corrections
• Timely mailing of abatement permits and demolition and approval notices to clients
• Timely processing of special requests from the inspectors necessary for documentation purposes
• Processing payments for asbestos and LBP permits including managing portal payments and generating daily deposits
• Assist with permitting fiscal issues including reconciliation

Certifications

• Review certification or registration applications and associated submittals for individuals and companies to determine if certification or registration is warranted under state and federal laws
• Provide excellent customer service, returning a majority of calls and emails within 2 business days
• Authorize proficiency testing and certification without supervisor approval
• Grade exams using automated grading machines and software
• Generate certification identification cards or certificates
• Match payments to applications and process daily deposits
• Utilize established on-site filing system for tracking of all individuals and companies certified in asbestos and lead in Colorado.
• Utilize the established secure system for sensitive personal information
• Data enter exam questions into our automated testing system files
• Provide information for quarterly and annual reports, as well as other reporting needs as required

CFC program administration

• Enter facility and equipment registrations into CFC database.
• Enter data from county inspection reports into the CFC database.
• Correct mistakes or outdated information in the CFC database by contacting companies and obtaining correct information.
• Respond to non-technical inquiries including billing questions, respond daily to CFC related emails and phone calls, update CFC database as needed.
• Generate and mail invoices twice each year.
• Assist with CFC fiscal issues including past due invoices.
• Register and inactivate CFC sites and/or facilities as needed, track payments, send second notices, and send final notices.

Clerical, Data Entry

• General clerical/data entry for all IEP functions.
• Filing, copying, scanning, typing, and organizing information as necessary. Data entry for certification and permits as needed (back up of primary staff).
• Maintain and update contact lists for regulated consulting firms, laboratories, training providers, and general abatement contractors.
• Assist with processing of daily mail for IEP.

Other Duties as Assigned

Attends meetings, serves on task forces or teams, completes projects, and performs other duties as assigned by the supervisor.

Qualifications

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:

G3A3XX ADMINISTRATIVE ASSISTANT II

Minimum Qualifications:

An applicant may meet the minimum qualifications for this job in one of two ways: They may qualify through their work experience alone or through a combination of education and work experience.

Experience Only:
Two (2) years of experience in work assigned to the position, including client database management, invoicing, proctoring exams and/or managing records.

OR

Education and Experience:
A combination of related education in business, environmental studies, paralegal, or related field and/or relevant experience in client database management, invoicing, proctoring exams and/or managing records equal to two (2) years

PREFERRED QUALIFICATIONS

In addition to the minimum requirements, the successful candidate in this position will have the following experience:

• Previous State Service related to the work assigned to the position
• Administrative skills and experience, including maintaining a customer database; generating and mailing invoices; and assisting with past due invoices.
• Providing high quality customer service, utilizing excellent verbal and written communication skills.
• Experience related to proctoring exams including adhering to exam times and rules.
• Timely entering data and processing documents with a high degree of accuracy, and working with a team to resolve errors when they are identified.
• Grading exams and issuing certifications and/or licenses to exam takers with passing scores.
• Managing records and responding to requests for records.
• Filing, copying, scanning, typing and organizing information as needed.
• Prioritizing and organizing work in a way that allows for timely completion of core work and additional responsibilities as needed.

CONDITIONS OF EMPLOYMENT

• A pre-employment background check will be conducted as part of the selection process.
• TRAVEL: One or two days per week, may be seasonal, to travel to a testing center to administer exams when off-site.
• SPECIAL QUALIFICATIONS: Position must be able to travel to the exam location when exams are offered off-site.
• PHYSICAL DEMANDS: Position must be able to lift/carry boxes of exams to and from the testing location.
  
  

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.

Additional Information

A complete application packet must include:

• Completed State of Colorado application.
• COVER LETTER: describing how your professional/supervisory experience aligns with the preferred qualifications of this position and what interests you in this position
• Answered supplemental questions.
• If using education to qualify for this position a copy of your transcripts (unofficial acceptable) or diploma must be provided with application. (if either are unavailable please email the department contact for this posting, listed above)
• If using work experience to qualify for this position, please provide an adequate description in the work experience section of the application. Do not write "see resume".
• If you are a veteran, a copy of your DD214 attached to your colorado.gov/jobs application.

The Selection Process:

1. All applications that are received by the closing of this announcement will be reviewed against the Minimum Qualifications in this announcement. Candidates who meet the minimum qualifications proceed to the next step.
2. Colorado Revised Statutes require that state employees are hired and promoted based on merit and fitness through a comparative analysis process.

• Part of, or all of, the comparative analysis for this position may be a structured application review, which involves a review of the information you submit in your application materials by Subject Matter Experts (SMEs) against the preferred qualifications.

3. A top group, up to six candidates, will be invited to schedule an interview with the hiring manager.

E-Verify: CDPHE uses e-Verify, an Internet-based system, to confirm the eligibility of all newly hired employees to work in the United States. Learn more about E-Verify, including your rights and responsibilities.

ADAAA Accommodations:

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.

The Colorado Department of Public Health and Environment 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 at cdphe.humanresources@state.co.us or call 303-692-2060, option 5.