Mail and Retrieval Services Unit - Administrative Assistant II

Administrative Assistant

Within the Division of Motor Vehicles (DMV), the Driver Control Section exists to administer motor vehicle statutory requirements affecting driver's privilege, to compile and house motor vehicle related data and documents through data entry, electronic imaging, and filing. This section provides copies, reports, and information pertaining to motor vehicle data and documents upon request from law enforcement and governmental agencies. This section also processes requests from the general public and collects appropriate fees.

We're hiring a detail oriented and organized individual to be our Administrative Assistant in our Mail & Retrieval Services work unit in Driver Control! In the Denver office, use your computer skills to input information into databases and spreadsheets to ensure accurate recording of information. Your great attention to detail will ensure DOR remains compliant with policies and customer's documents are accurate. If you're ready to grow and enjoy the benefits of working at the Department of Revenue, then this job may be for you!

Primary Duties:

• Sort and prepare documents for imaging and data entry
• Log processes into spreadsheets, databases or electronic documents as necessary
• Research records concerns with using advisory data, internet and other information retrieval sources
• Correct and update driver records through entering data into records, databases and spreadsheets
• Translate and clarify Colorado Motor Vehicle Statutes, department administrative policies and procedures for customers
• Scan documents
• Maintain compliance with department and section policy to ensure a safe and clean environment.

The ideal applicant brings their customer service experience and their strong attention to detail to this job every day to ensure comprehensive information exchange, provided in a thorough, professional manner with every support transaction.

This position reports onsite to the DOR offices at 2829 W Howard Pl, Denver, CO 80204.

Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights

Residency Requirement:

This posting is only open to current residents of the State of Colorado at the time of submitting your application.

Class Code & Classification Description:

G3A3XX - ADMINISTRATIVE ASSISTANT II

MINIMUM QUALIFICATIONS:

Experience Only: Two (2) years of relevant experience in general clerical role and/or cash handling.

General Clerical Work is work that is typically performed by office clerks, receptionists and/or administrative assistants. This includes, but is not limited to tasks such as:

• Experience providing exceptional customer service and interfacing with a variety of people from many levels within the organization and community, greeting customers, referring them to the right people, making appointments
• Answering phones, using a phone switchboard or managing multiple lines and taking messages, sending or making memos
• Data Entry including: entering information into a program or database (appointments, contact information, customer records)
• Familiar with the equipment and software used in offices (E-Mail, Google Suite - Docs, Sheets, Slides)
• Operation of sophisticated computer systems, printers, copiers, fax machines and other technologies
• Typing letters, reports, briefings, forms, memoranda, etc.
• Checks and compares data for accuracy and completeness

OR

Education and Experience: A combination of related education and/or relevant experience in an occupation related to the work assigned equal to two (2) years

Preferred Qualifications:

• State experience working in a high volume data entry, or mail center workplace
• Excellent verbal and written communication skills
• Experience working in a complex, high volume general clerical support position
• Career progression in a general clerical position
• Experience working with sensitive information of a confidential nature
• Regular, daily work responsibilities utilizing equipment and software used in offices (E-Mail, Microsoft Office programs (Word, Excel, PowerPoint), Google Apps, etc.

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
• 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 "View email address on click.appcast.io" addresses. It is your responsibility to ensure that your email will accept these notices and/or review your junk mail and spam filtered email.

Appeal Rights: As 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 .