Program Assistant II - MED

Full Job Description

The mission of the Colorado Department of Revenue (CDOR) is to become a trusted partner to every Coloradan to help them navigate the complexities of government so they can thrive. We are driven by our values of service, teamwork, accountability, integrity, and respect.

The vision of the department is to empower businesses and individuals through quality customer service, innovation, and collaboration.

We celebrate diversity and support an equitable and inclusive culture. We embrace our differences because we believe this brings innovation to our work.

For more exciting information about the Department of Revenue, please enjoy this brief video!

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Requirements

Marijuana Enforcement Division

The Marijuana Enforcement Division (MED) is a dynamic and innovative regulatory agency tasked with licensing and regulating the commercial Medical and Retail Marijuana industries in Colorado.

First formed in 2010 as the Medical Marijuana Enforcement Division, the MED has developed a leading-edge approach to commercial marijuana regulation and is considered a global regulatory and industry leader.

The Division implements legislation, develops regulations, conducts regulatory and criminal investigations, issues business licenses, engages in outreach and education initiatives, and enforces compliance mandates using a range of intervention strategies necessary to maintain a progressive and robust regulatory framework.

The MED promotes transparency and innovation by utilizing a collaborative approach to engaging with stakeholders and by proactively and positively pursuing solutions to issues in a fast-paced professional environment.

Culture & Environment: The Marijuana Enforcement Division’s culture emphasizes Emotional Intelligence and Problem Solving.

Members of our team are solution-oriented strategic thinkers who demonstrate professionalism, collaboration and integrity in all interactions.

The MED operates in a dynamic and complex environment that requires members of our team to support one another in navigating new issues, demonstrate agility, embrace challenges as opportunities, and communicate with empathy, respect, and in the interest of progress.

Vision: Regulatory excellence through progressive and proactive compliance and enforcement practices.

Mission: Our mission is to promote public safety and reduce public harm by regulating the Colorado commercial marijuana industry through consistent administration of laws and regulations and strategic integration of process management, functional expertise, and innovative problem-solving.

Job Duties: This position is critical to supporting and accomplishing the overall mission and vision of the Division. This position will provide continued support for the various stakeholders, vendors, customers, and staff members throughout the Division. Functions include coordinating projects, supervising quality control and quality management procedures and managing the logistics of different programs and any external vendors and/or partners involved in the delivery of products and services.

ASSISTANT TO SENIOR MANAGEMENT

Provides assistance to Senior Management/Leadership with a wide variety of daily tasks when called upon.

Must be able to use good judgment to understand the needs of the unit and the manager to provide the best assistance.

Must be able to meet deadlines, communicate clearly, and coordinate resources to provide a helpful product.

Various tasks can include, but are not limited to; retrieve and organize files and documents; assist with the management, maintenance and updates to various forms, applications and Division memo letterheads for the unit; assist with Fleet management.

LICENSING & ACCOUNTING ASSISTANCE

Disseminates information and responds to licensing inquiries and requests from the public, licensees, license applicants, Division staff, and others, through interpersonal contact, telephone contact, written correspondence and email.

This position will reference applicable statutes, rules, guidelines and office procedures to adequately address these requests.

Checks voicemail of main line, answers calls and returns calls and/or refers complaints to the appropriate section(s) or Division Leadership, and manages incoming mail. This position will need to clarify, explain, and/or teach procedures and/or directives to internal and external stakeholders.

Receives payment(s) from applicants concerning applications and will need to determine if the correct form of payment is used, such as check, credit card, or money order.

Reconciles, checks, credit cards and money order receipts from cash drawers with computerized cash processing system and prepares daily deposit of receipts in accordance with the Accounting and Financial Services (AFS) and the Division's policies, procedures and/or directives.

OTHER DUTIES AS ASSIGNED

Remains current on Marijuana Enforcement Statutes and Regulations applicable to the role.

Uses available data to inform leadership of emerging issues, potential impacts of proposed legislation and rule changes, and identify trends in the industry.

Provides input for training programs to enhance team and staff knowledge.

Inquiries to the position are often complex, which increases the difficulty developing an accurate response that retains significance as well as remains within the Division’s jurisdiction.

Furthermore, the position must make recommendations to leadership regarding modifications to processes, procedures, analysis content, and methods based on changes to rules.

Other duties as assigned depending on regulatory or law changes, Division needs, workflow, and resources.

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:

Program Assistant II - H4R2XX

Minimum Qualifications:

Experience Only: Five (5) years of relevant experience in Business Administration, Office Administration / Office Management, or Public Administration and/or relevant experience in an Administrative or clerical support role within a public service environment, or an occupation related to the work assigned to this position.

Education and Experience: A combination of related education and/or relevant experience in an occupation related to the work assigned equal to five (5) years.

NOTE: If submitting a transcript, certification or other relevant materials, candidates may redact information that identifies their age, date of birth, or dates of attendance at or graduation from an educational institution.

Preferred Qualifications:

The ideal candidate will possess the following skills:

• Experience in prioritizing departmental workload, organizing and coordinating assigned duties;

• Experience working with multiple management staff calendars and assignments;

• Experience interpreting and applying statutes, rules, and regulations;

• Experience working in a highly regulated industry that prioritizes public health and safety;

• Experience in the public sector or interacting with government agencies;

• Proficiency in Google Suite;

• Proficient in Microsoft Word and Excel;

• Excellent oral and written communication and interpersonal skills;

• Experience in development and maintenance of standard operating procedures and policies;

• Experience with identifying, developing, and executing process improvements;

• Experience with managing budget, policy considerations, customer feedback, business and market trends to support Division and Department strategy and initiatives;

• Experience with providing feedback and direction on policy and legislative matters;

• Experience managing a high volume workload;

• Experience managing physical and digital records and confidential information;

• Strong attention to detail;

• Change management oriented;

• Effective time management;

• Proven ability to accurately prioritize and meet deadlines;

• Those candidates with previous experience in a licensing or regulatory environment are strongly encouraged to apply;

• Critical Thinking Ability;

• Creativity;

• Integrity;

• Strong People Skills;

• Up-to-date Knowledge of Business Technology and IT;

• Experienced with data collection, organization, and analysis;

Conditions of Employment with the CDOR:

Employees are in a position of public trust in the performance of their job duties and must operate in a manner that maintains the highest standards of honesty, integrity, and public confidence.

As a condition of employment with the CDOR, all personnel must file all necessary Colorado Individual Income Tax (CIIT) returns and pay tax obligations, therefore all employees must undergo a pre-employment evaluation of their tax records/accounts to ensure compliance with this policy.

Final candidates must also complete a successful background investigation and reference check prior to appointment. Certain positions based on duties may require scheduled background investigations.

Pursuant to the Universal Driving Standards Policy, any worker who will be expected to drive a State-owned vehicle is responsible for maintaining a safe driving record and a valid driver license prior to driving any State-owned vehicle.

To be compliant with the new fleet vehicle policy, Motor Vehicle Records (MVRs) will be pulled for review for workers who:

• Have an assigned State fleet vehicle

• Are required to operate a vehicle as part of the position

• Utilize a State fleet vehicle as a pool vehicle

Minimum Qualification Screening

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.

Only complete applications submitted before the closing date of this announcement will be reviewed.

• Applicants must meet the minimum qualifications to continue in the selection process for this position. Do not use "see resume" or "see attached" statements on your application.

• Cover letters and resumes will not be accepted in lieu of the official State of Colorado online application. Part-time work experience will be prorated.

• Recommended attachments: Resume, Cover letter (Optional if Manager is requesting them)

• List your employment history starting with the most recent job, including part-time, temporary, and volunteer jobs. If more than one job was held with a given organization, list each job held as a separate period of employment.

• Information must be accurate, including dates of employment. If it is found that information provided is falsified, you will not be considered for a job with the State of Colorado and/or may be removed from a job after hire.

• The eligible list established from this posting may be used to fill additional vacancies.

Email Address:

All correspondence regarding your status in the selection/examination process will be conducted 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.

If you receive notice that you have been eliminated from consideration for this position, you may file an appeal with the State Personnel Board or request a review by the State Personnel Director.

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

Equity, Diversity, and Inclusion Compliance

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.

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 Revenue 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 inbox, dor_ohr@state.co.us.

We are committed to building work environments that are inclusive and reflect our communities and the diverse talents of all people. We strongly encourage candidates from all backgrounds and abilities to apply.

If not applying online, submit application to:

If you are not able to submit an online application, a paper application is available at this link: PDF State Paper Application (Download PDF reader).

Paper applications must be received via email to dor_ohr@state.co.us by the closing date and time of the application period listed on this announcement.

Methods of Appointment:

Appointment to the vacancy or vacancies represented by this announcement is expected to be from the eligible list created. However, at the discretion of the appointing authority, the position(s) may be filled by another method of appointment for a valid articulated business reason.

Step Pay Program:

Per the requirements of the Step Pay Program, any former or current 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.