Administrative Assistant III

Job TitleThis position is open only to Colorado state residentsDescription Of JobYou are required to work at your assigned work location during your scheduled work times. The purpose of this position is to independently administer specialized administrative and operational functions for the DYS Central Region Office. The position supports Client Managers, Client Manager Supervisors, Program Managers, contracted providers, youth, legal guardians, victims, and other stakeholders throughout the continuum of care—from new commitment and placement through discharge from the division's custody.The position performs advanced administrative support functions in a high-accountability environment. The position routinely handles confidential and sensitive information; enters, maintains, and verifies information in official government and court-related systems; reviews records and documentation for accuracy and completeness; manages competing deadlines; and performs work in which errors may have significant operational consequences. The position also is responsible for coordinating time-sensitive notifications, hearings, reports, and benefit-related processes; administering office, facility, and fleet operations; and developing and maintaining administrative procedures, forms, tracking systems, and recordkeeping processes used by the work unit.The position independently interprets and applies established laws, rules, policies, and procedures; identifies discrepancies, missing information, and processing errors; determines appropriate administrative action within established parameters; and coordinates resolution with responsible staff and stakeholders.Minimum QualificationsThree (3) years of relevant experience in an occupation related to the work assigned to this position. Relevant experience must include administrative support or administrative coordination in a professional, confidential, and detail-oriented environment and demonstrate responsibility for records, databases or electronic record systems, documentation, tracking systems, and/or administrative processes where accuracy, timeliness, confidentiality, and adherence to established procedures are essential.Relevant experience may include: maintaining confidential, sensitive, or legally protected records; entering, updating, researching, verifying, or reconciling information in databases or electronic record systems; coordinating recurring administrative processes governed by established policies, procedures, or mandatory deadlines; preparing formal correspondence, notices, reports, schedules, meeting minutes, or case-related documentation; maintaining spreadsheets, tracking systems, electronic files, or shared record repositories; coordinating information or administrative processes among multiple internal and external stakeholders; reviewing records or documentation to identify incomplete, inconsistent, or inaccurate information and independently coordinating correction; and independently organizing and prioritizing multiple assignments while meeting established deadlines.Applicants must clearly document qualifying experience in the Work Experience section of the application. Applications that do not demonstrate how the applicant's experience meets the minimum qualifications may not be considered.ORA combination of related education and/or relevant experience in an occupation related to the work assigned equal to three (3) years.Preferred Qualifications:Experience using Colorado court information systems or comparable court/legal databases;Experience using the Colorado TRAILS system or a comparable human-services/case-management database;Experience supporting Medicaid, Title IV-E, or other public-benefit eligibility/documentation processes;Experience performing administrative functions governed by the Colorado Victim Rights Act or other statutory notification requirements;Experience maintaining juvenile justice, child welfare, legal, medical, human resources, or other confidential records;Experience coordinating hearings, legal notices, formal proceedings, or other deadline-driven administrative processes;Advanced experience using spreadsheets and electronic tracking systems to reconcile, monitor, and report information.Conditions Of EmploymentFull Background CDHS employees (all Direct contact with vulnerable persons): CBI name check and fingerprint check, ICON Colorado court database, Medicare fraud database, Reference Checks, Professional License verification (licensure requirements), Drug Screen, PREA (Division of Youth Services), Trails check (direct contact with children), CAPS (direct contact with adults – Mental Health Institutes, Regional Centers, Veterans Community Living CentersCurrent, valid and unrestricted CO Driver's LicenseShift Work – Explain: Maybe required to work shiftTravel – Local Travel is required to complete purchases, pick up or drop off items.MVR record checkFormer State employees who were disciplinarily terminated or resigned in lieu of termination must (1) disclose that information on the application (2) provide an explanation why the prior termination or resignation should not disqualify the applicant from the current position, (3) provide the employee number from the applicant's prior State employment. Absent extraordinary circumstances, prior disciplinary termination or resignation in lieu of termination and failure to provide this information will disqualify the applicant from future State employment with CDHS.Appeal RightsIf 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.An appeal or review must be submitted on the official appeal form, signed by you or your representative. This form must be delivered to the State Personnel Board by email (View email address on click.appcast.io), postmarked in US Mail or hand delivered (1525 Sherman Street, 4th Floor, Denver CO 80203), or faxed View phone number on click.appcast.io) within ten (10) calendar days from your receipt of notice or acknowledgment of the department's action.For more information about the appeals process, the official appeal form, and how to deliver it to the State Personnel Board; go to spb.colorado.gov ; contact the State Personnel Board for assistance at View phone number on click.appcast.io; or 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 under Rules.Supplemental InformationHow to ApplyThe Assessment ProcessFor additional recruiting questions, please contact brennon.watts @state.co.us.About Us:If your goal is to build a career that makes a difference, consider joining the dedicated people of the Colorado Department of Human Services (CDHS). Our professionals strive to design and deliver high quality human and health services that improve the safety, independence, and well-being of the people of Colorado. In addition to a great location and rewarding and meaningful work, we offer:Strong, secure, yet flexible retirement benefits including a PERA Defined Benefit Plan or PERA Defined Contribution Plan plus 401(k) and 457 plansMedical and dental health plansEmployer supplemented Health Savings AccountPaid life insuranceShort- and long-term disability coverage11 paid holidays per year plus vacation and sick leaveBenefitHub state employee discount programEmployee Wellness program MotivateMeExcellent work-life programs, such as flexible schedules, training and moreRemote work arrangements for eligible positions*Some positions may qualify for the Public Service Loan Forgiveness Program. For more information, go to .Our Values:We believe in a people-first approach: To serve the people of Colorado, we develop a culture and work environment that creates an energized, inspired, and healthy team capable of giving their best to Coloradans .Balance creates quality of life: We want our team to be resilient through a supportive workplace that values flexibility, health and wellness, and employee engagement.We hold ourselves accountable: We take responsibility through our actions, programs, and results for the state of health and human services in Colorado.Transparency matters: We are open and honest with employees, our partners, the Coloradans we serve, and the public.We are ethical: We abide by what is best for those we serve by doing what is right, not what is easy.Collaboration helps us rise together: We work together with all partners, employees, and clients to achieve the best outcomes for Coloradans.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.ADAA Accommodations:CDHS is committed to a Colorado for 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.