Administrative Assistant

Job TitleColorado Address Confidentiality Program (ACP) Administrative Assistant IIJob DescriptionThe Colorado Address Confidentiality Program (ACP) is a statewide program that provides protected healthcare workers and survivors of stalking/harassment, sexual assault, human trafficking, and domestic violence with a legal substitute address and mail forwarding. Under Colorado law, all state and local government agencies must accept a participant's substitute address. ACP services are intended to enhance a comprehensive safety plan and contribute to increased survivor safety.Since its inception in July of 2008, the ACP has served over 16,600 victim-survivors.This position will train on-site for about nine (9) months, after training is complete, up to four (4) days per week are required on-site. However, if business needs require more on-site will be required. This position is a direct victim services position which serves as an initial point of contact for all program correspondence. It responds to incoming program calls, messages, and emails and provides general program information. This position will also provide program support to include mail forwarding and processing casework.A summary of the duties and responsibilities will include, but are not limited to, the following:Point of contact for ACP/Manage Email Correspondence - As an initial point of contact for the ACP, this position will respond to phone calls and email messages and will analyze each to determine the appropriate response and when to forward to other staff members. This position will document calls and message content in participant files, flagging those that need follow up. It will respond to general questions, inspect participant submitted forms for completeness, and ascertain missing items to communicate with participants in order to remove barriers to enrollment and participation in the program.Program Casework Support - This position will process program casework including, but not limited to, applications for new enrollment, renewals, and address changes. This will include reviewing submitted forms, working with participants to ensure accuracy of information, and completing the updates according to internal policy.Mail Support - This position will assist with providing all aspects of participant mail sorting and forwarding services as required by program laws and as directed through program policy and procedures to include sorting and repackaging mail to be forwarded to participants, recording accountable mail pieces, accepting personal service on behalf of participants, and ensuring that mailing labels for ACP households are accurate and available.Minimum Qualifications, Substitutions, Conditions of Employment & Appeal RightsA 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.This position is advertised in line with the Governor's executive order (Executive Order 2022 015) 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:G3A3XX - Administrative Assistant IIMinimum Qualifications: Experience Only: At least two (2) years of relevant experience in responding to incoming program calls, messages, and emails, and general administrative duties.OREducation and Experience: A combination of related education and/or relevant experience in responding to incoming calls, messages, and emails and analyzing resources equal to at least two (2) 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 positionPrevious experience which required the handling of confidential informationExcellent written and verbal communication skillsAbility to operate standard office equipment including pertinent software applications; such as Salesforce, and preparing and maintaining accurate recordsA high level of competence in MS Office, particularly Word, Excel, Google Drive/Docs/EmailExcellent time-management skillsStrong organizational skills and attention to detailFlexibility to perform a wide variety of tasks, in a wide variety of circumstances and with a diversity of individuals and/or groupsAbility to work independently; self-directedExperience and/or interest in working at an agency or organization that services victims of domestic violence, stalking, and/or sexual assaultConditions 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 consideration during the selection or comparative analysis process, you may file an appeal with the State Personnel Board and/or request a review by the State Personnel Director. A standard appeal form is available on the State Personnel Board website, If you appeal, your appeal must be submitted in writing on the official appeal form, signed by you or your representative, and received at the following address within ten (10) days of your receipt of this notice: Colorado State Personnel Board/State Personnel Director, Attn: Appeals Processing, 1525 Sherman Street, 4th Floor, Denver, CO 80203. Fax: View phone number on click.appcast.io. Phone: View phone number on click.appcast.io. Email address: View email address on click.appcast.io. The ten-day deadline and these appeal procedures also apply to all charges of discrimination. Refer to Chapters 4 and 8 of the State Personnel Board Rules and Personnel Director's Administrative Procedures, 4 CCR 801, for information about the appeals process. The State Personnel Board Rules and Personnel Director's Administrative Procedures are available at spb.colorado.gov.Supplemental InformationEmployment Philosophy: The State of Colorado strives to build and maintain workplaces that value and respect all Coloradans. We are building a Colorado for All through a commitment to equal opportunity and hiring based on merit and fitness. The State is committed to non-discriminatory practices in hiring, employment, and advancement opportunities.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 View email address on click.appcast.io