CDOC - Administrative Assistant III - Parole Office Extraditions Unit

Administrative Assistant III

This position is only open to residents of the State of Colorado. The position provides direct administrative support to the Transport/Extraditions Unit staff. The duties and responsibilities of this position may include but are not limited to:

• Monitor NCIC/CCIS for out of state arrests (YQ hit confirmations, located warrant, detainer notifications), other TTY messages, fingerprint arrest notifications, and criminal event notifications that come through from out of state agencies. Complete all required paperwork that is tied to arrests/TTY messaging;
• Daily communication with outside agencies from across the nation and US Territories;
• Process travel expenses/reimbursements ensuring accuracy and noting discrepancies. Enter all expense information into transport budget tracker;
• Process air travel by entering all itineraries and credit card purchases (hotels etc.) on budget tracker;
• Track and reconcile all air travel, expenses reimbursements, and any other credit card purchases on transport tracker with CORE;
• Collaborate and train with the Division's Business Office;
• Governor's warrant requisitions;
• Monthly warrant validations-researching information on all warrants and validating after any modifications are made by the Command Post or Community Parole Officer;
• Answer all group or personal email correspondence and phone calls from outside agencies;
• Track all out of state arrests, monitor tracker dates, and add any updates to all out of state arrests;
• Back-up for transport arrangements and related travel packets;
• Create and maintain office procedure manual containing specifics of all office procedures;
• Format and develop new forms as required;
• Provide excellent customer service by directing and/or responding to all stakeholders to include internal and external departments, other state agencies, offender families and the general public;
• Research information to resolve problems, concerns, errors, and/or complaints;
• Type, review, file, copy and scan various documents and memos as needed;
• Maintain a clear, concise and organized filing system electronically or physically;
• Make purchases using the state issued Purchasing Card (P-Card);
• Ensure clear and concise communication with supervisors and staff members within the work unit, various departments and other state agencies;
• Perform other duties as assigned.

Minimum Qualifications:

Experience Only: Three (3) years of relevant experience in an occupation related to the work assigned to this position

Or Education and Experience: A combination of related education and/or relevant experience in an occupation related to the work assigned equal to three (3) years

Required Competencies:

• Self-control, a strong sense of ability to work in stressful, potentially violent situations;
• Ability to remain alert, emotionally stable, and mentally resilient under pressure and observant throughout their shift;
• Tolerance to stress, confinement, and high-stakes interaction;
• Ability to read and comprehend the English language;
• Ability to effectively communicate fluently in English both verbally and in writing;
• Ability to create accessible documents and technical content that follows plain language guidelines with accessibility in mind;
• Established proficiency in position-related office technologies, especially Microsoft Office (Word, Excel and PowerPoint);
• Ability to work directly with offenders in a prison environment;
• Exceptional interpersonal/customer service skills;
• Excellent written and oral communication skills;
• Efficient management/input of data and tracking;
• Strong ability to multi-task and demonstrate flexibility;
• Impeccable organizational, planning and prioritizing skills;
• Precise attention to details.

Preferred Qualifications:

• Experience proof-reading, editing, or creating documents;
• Experience supporting a program or work unit;
• Experience with data-entry, checking and verifying;
• Experience with National Crime Information Center (NCIC) and Colorado Crime Information Center (CCIC);
• Experience working with confidential information;
• Experience creating and maintaining budgets and budget reports;
• If you are using the substitution, one year of clerical experience is preferred.