DOLA - Administrative Assistant III (Term Limited)

Full Job Description

This is a term-limited position with an anticipated end date of 02/28/2029. The position may be extended depending upon funding availability and will be eligible for full benefits.

Who can Apply

This opportunity is only open to residents of the State of Colorado.

About the Colorado Department of Local Affairs

The Department of Local Affairs (DOLA) serves as the primary interface between the State and local communities.

The Department provides financial support to local communities and professional and technical services (including training and technical assistance) to community leaders in the areas of governance, housing, and property tax administration.

While all state governments provide such services through various Departmental structures, Colorado’s approach is unique in that these local community services are gathered into one Department of “Local Affairs,” which has a central focus on strengthening Colorado communities and enhancing livability.

Vision

The Department of Local Affairs is responsible for strengthening Colorado's local communities through: accessible, affordable, and secure housing; implementing property tax law; capacity building; strategic training, research, and technical assistance; and funding to localities.

Mission

Our mission is to help strengthen Colorado’s communities.

Why work for the Colorado Department of Local Affairs?

The work we do matters greatly. It matters to us, and it matters to the citizens of the great state of Colorado. We love our communities and are passionate about supporting our communities.

We value the diversity that Colorado offers.

If your goal is to build a career that makes a difference in communities across the State, consider joining the dedicated people of the Department of Local Affairs.

In addition, we offer a great location and great benefits, which include:

• Medical and Dental Plans

• Strong, secure, yet flexible Retirement Plans, including PERA Defined Benefit Plan or PERA Defined Contribution Plan plus pre-tax and ROTH 401K, and 457 plans

• Employee Wellness Programs

• Paid Life Insurance

• 11 paid Holidays per year plus Vacation and Sick Leave

• Short and Long-Term Disability Coverage

• RTD Eco Pass to all eligible State Employees

• Flexible work schedule options and hybrid work options

• Some positions may qualify for the Public Service Loan Forgiveness Program

• Training opportunities

• Variety of Free discounts on services and products available through the State of Colorado's Work-Life Employment Discount Program

Please see the Benefits Overview video for details on the benefits offered to employees.

Requirements

The Operations work unit will provide support for the Division of Housing (DOH) as a whole. The Division of Housing's mission is to partner with local communities to create housing opportunities for Coloradans who face the greatest challenges to accessing affordable, safe, and secure homes.

This position provides administrative and reception support to the DOH Office of Rental Assistance (ORA) and Operations.

The purpose of this position is to support the leadership of the Operations unit, assist in administrative duties related to the Operations team, and provide customer service to voucher participants.

Duties include managing and tracking daily mail correspondence, preparing meeting notes and memos, managing travel and accommodations, small-dollar purchasing, and other office support-related activities.

Additionally, this role will serve as a representative for DOH and ORA for individuals requesting assistance with their voucher.

The primary duties and responsibilities of this position include, but are not limited to:

• Position responds and prioritizes daily clerical needs promptly, including in-office mail and check logs.

• Distribute information via mail, e-mail, and fax to appropriate parties.

• Establishes, maintains, and updates office record-keeping systems, tickler files, forms, internal logs, and reminder notices.

• Analyzes data to ensure appropriate actions are taken.

• Utilizes office equipment such as phone, computer, printer, scanner, and copier.

• Create, modify, use, and promote accessible documents and resources.

• Position serves as the front desk receptionist for the Division of Housing and the Office of Rental Assistance.

• Position serves as a point of contact for the operations section.

• Receives and screens inquiries and ensures response and/or follow-up are completed.

• Solves problems, errors, and complaints.

• Research information to resolve problems or concerns when the solution is unclear.

• Instructs customers on filling out forms/documents.

• Schedules meetings and administrative appointments.

• Takes /transcribes/distributes meeting minutes as requested.

• Assists with obtaining information/documents as requested.

• Position creates, maintains, and tracks data using appropriate software.

• Prepares and generates reports.

• Enters time for staff as assigned.

• Designs and revises electronic record-keeping systems and documents to include hand-outs, flyers, instructions, manuals, etc.

• Detects and corrects errors on all assigned work.

• Utilizes Microsoft Word, Access, Excel, PowerPoint, DCIS, PCDCIS, Google Suite, and other computer programs to enter, track, and retrieve data.

• Ensures clear and concise communication with customers, co-workers, supervisors, and the appointing authority.

• Able to use emotional intelligence when dealing with distraught customers and de-escalating situations.

• Trains unit staff on clerical and office operations to ensure effective, efficient, and elegant delivery of services.

• Drafts, prepares, edits, and publishes correspondence, documents, reports, etc., from written material or verbal instruction.

• Edits and proofs documents to ensure they are error-free before distribution.

• Observes, receives, and obtains information from all relevant sources.

• Corresponds by phone, e-mail, memo, letter, and other means.

Qualifications

Class Code & Classification Description

G3A4XX - Administrative Assistant III

Experience Only:

Three (3) years of experience providing administrative support that includes maintaining records, database management, data input, customer service, purchasing, mail organization, check logging and creating professional written communication or other relevant experience.

OR

Education and Experience: A combination of related education from an accredited institution in Education, Business Administration, or Public Administration or similar education and/or experience, as described above, equal to three (3) years.

Ensure that the 'Work Experience" section of the application is complete and contains all relevant work experience related to the position that you are applying for.

Applicants must upload their unofficial college transcripts that include the student name, college name, courses completed and/or degree with date conferred with this application, in order to receive credit.

Under the Job Application Fairness Act (SB 23-058), applicants may redact information from certifications and transcripts that identify their age, date of birth or dates of attendance from an educational institution.

Required Competencies:

• Ability to create accessible documents and technical content that follows plain language guidelines with accessibility in mind.

• Attention to detail

• Planning and organizational skills

• Proficiency with Microsoft Office Suite, including Excel and Word

• Proficiency with Google Suite, including Sheets, Slides, Docs and Drive

• Problem-solving skills

• Interpersonal skills

• Written and oral communication skills

• Ability to manage multiple priorities with competing deadlines.

Preferred Qualifications:

• Experience with financial management, such as bookkeeping, purchasing, and check deposits.

• Experience in customer service, including working with stakeholders with varying degrees of knowledge and/or technological skills

• Experience creating and maintaining desk procedures and/or developing plans.

• Experience working in an environment requiring multitasking skills

Conditions of Employment

• You MUST be a Colorado resident (at the time of application) to apply for this position.

• Pre-employment criminal and financial background checks will be conducted as part of the selection process.

• Applicants must be legally eligible to work in the United States to be appointed to this position. DOLA uses e-Verify, an Internet-based system, to confirm the eligibility of all newly hired employees to work in the United States. DOLA does not sponsor non-residents of the United States.

Only complete applications submitted by the closing date for this announcement will be given consideration. Failure to submit properly completed documents by the closing date of this announcement will result in your application being rejected.

Applicants may submit a resume, cover letter/letter of interest detailing how their experience and background address the stated minimum and preferred qualifications/competencies of the job and attach to the online application.

Applications left blank or marked “See Resume” will not be accepted. Please address every requirement for the position with your experience in your application.

The application may include the following documents that MUST be uploaded at the time of application:

• A resume (this is not a substitute for the online application demonstrating work history)

• Cover letter / letter of interest

• Transcripts (if using education to meet the minimum qualifications)

• DD214 (member-4 form) from applicants that may be eligible for veteran’s preference

Comparative Analysis

Current and former employees (transfers, voluntary demotions, and reinstatements) are required to participate in the comparative analysis process through this job posting.

Applications will be reviewed to determine if you meet the Minimum Qualifications (MQs) for the position. Applicants that meet MQ’s will be included in the Comparative Analysis process.

Colorado Revised Statutes require that state employees are hired and promoted through a comparative analysis which may include, but is not limited to, a suitability screening, training and experience review, eSkills Assessment, oral assessment, written performance assessment or it may include a review of your application and your responses to any supplemental questions by a Subject Matter Expert (SME) to assess and rank applicants.

Be sure your application specifically addresses the requirements as listed in the minimum qualifications.

Address your specialized experience, work products, and accomplishments as they relate to the position duties, required competencies and preferred qualifications in order to establish an eligible list for referral to the hiring manager for final consideration.

Additional Information

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.

DOLA 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 a reasonable accommodation to ensure you have a positive experience applying or interviewing for this position, please direct your inquiries to Melissa Bellew, DOLA ADA Coordinator at melissa.bellew@state.co.us.

Email Address: All correspondence regarding your status in the selection/examination process will be conducted via email.

Include a working email address on your application; one that is checked often as time sensitive correspondence such as exam information or notification will take place via email.

Please set up your e-mail to accept messages from "state.co.us" and "info@governmentjobs.com" addresses.

It is your responsibility to ensure that your email will accept these notices and/or review your junk mail and spam filtered email.

Biweekly Pay: As of July 1, 2023, all DOLA new hires, including transfers of current state employees and reinstatements of former state employees, will be placed on the biweekly pay schedule.

This means you will be paid every other Friday for a total of 26 pay periods over the course of a year.

Biweekly pay is also lag pay, meaning you will be paid two weeks after the end of each pay period. Please click here for more information about the move to biweekly payroll.

Technical Assistance: If you experience technical difficulty with the NEOGOV system (e.g.

uploading or attaching documents to your online application) please contact NEOGOV technical support at 855-524-5627 Mon-Fri between 6 am and 6 pm (Pacific Time).

Helpful hints: if you are having difficulty uploading or attaching documents to your application first, ensure your documents are PDF or Microsoft Word files, and second, close the document before you attempt to upload (attach) it.

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 acknowledgment 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.

For questions related to this job posting, please reach out to Danielle Milone at danielle.milone@state.co.us.