Elections Administrative Assistant (Hybrid)

Colorado Department of State

The Colorado Department of State (CDOS) is seeking diverse individuals from all backgrounds to apply for a position that makes a direct impact on enhancing the lives of Coloradans. Whether working from your home or collaborating onsite, your professional experience will be connected and meaningful. Our office offers an RTD Eco-pass (currently free of charge), a secure bike room accessible only to building tenants, and is conveniently located near Civic Center Station, RTD light-rail lines, and the 16th Street Mall. In addition to a great location and fulfilling, impactful work, we offer:

• Employee wellness programs and an on-site fitness center
• 12 paid holidays per year plus generous personal time off and sick leave
• Access to a diverse array of technical, leadership, and supervisory training opportunities
• Strong, yet flexible retirement benefits including a choice of the PERA Defined Benefit Plan or the PERA Defined Contribution Plan, plus optional 401K and 457 plans
• Medical and dental health plans
• Paid life insurance
• Automatic short-term (and optional long-term) disability coverage
• Excellent work-life balance through flex schedules, flexplace/remote work, and ad-hoc arrangements

Our mission is to make government easy and accessible for people to further democracy, support economic opportunity for all Coloradans, and demonstrate a standard of integrity and excellence. Our vision is to ensure all Coloradans have a voice in our future, help Coloradans and their businesses thrive, and be the best at what we do. The State of Colorado is an Equal Opportunity Employer. At the Colorado Department of State, we are dedicated to equity, diversity, and inclusion. We are committed to building work environments that are inclusive and reflect our communities and the diverse talents of all people. We highly encourage people from all backgrounds, identities, and abilities to apply.

Elections Division

The Elections Division supports the Secretary of State, as the state's chief election official, by administering and supervising statutory and constitutional provisions that relate directly or indirectly to the conduct of Colorado elections. These include certifying content to the ballot, publishing the abstract of vote totals, as well as overseeing the verification of petitions for ballot issues, campaign finance filings and enforcement, lobbyist filings and enforcement, voting equipment certifications, requirements of the National Voter Registration Act and the Help America Vote Act, and maintaining the statewide voter registration system.

The work unit provides legal analysis concerning Colorado election law as it applies to the Department of State, County Clerk offices, and various other jurisdictions and designated election officials. The work unit reviews forms, publications, and training curriculum for legal compliance. The work unit assists in the approval of required filings and other requests for modifying approved forms, communications, and voter registration processes. The work unit facilitates policy discussion and documents results for external customers. The unit is responsible for implementing new legislation and promulgating administrative rules.

Description of Job

The Elections Division supports the Secretary of State, as the state's chief election official, by administering and supervising statutory and constitutional provisions that relate directly or indirectly to the conduct of Colorado elections. These include certifying content to the ballot, publishing the abstract of vote totals, as well as overseeing the verification of petitions for ballot issues, campaign finance filings and enforcement, lobbyist filings and enforcement, voting equipment certifications, requirements of the National Voter Registration Act and the Help America Vote Act, and maintaining the statewide voter registration system.

The work unit provides legal analysis concerning Colorado election law as it applies to the Department of State, County Clerk offices, and various other jurisdictions and designated election officials. The work unit reviews forms, publications, and training curriculum for legal compliance. The work unit assists in the approval of required filings and other requests for modifying approved forms, communications, and voter registration processes. The work unit facilitates policy discussion and documents results for external customers. The unit is responsible for implementing new legislation and promulgating administrative rules.

Major objectives of position:

• Serve as the primary resource to answer and direct elections phone calls and emails.
• Process voter registration and cancellation forms.
• Act as backup Title Board clerk.
• Process elections data requests.
• Respond to requests for access and assistance with various Department tools, such as the DEO lookup tool, clerk's corner, and conflict of interest filings.
• Provide administrative support to the Elections Division, with specific focus on the legal unit.

Position must maintain confidentiality of all voter confidential and personal identifying information, personnel information, and any other confidential or proprietary information, as well as comply with all State and Department policies regarding professional conduct and professional practices.

Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights

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 II

Minimum Qualifications: This position requires a total of two (2) years of relevant professional experience and/or education in a field of study related to the work. To be considered for this position, your application must clearly demonstrate that you meet one of the following options outlined below:

Option 1 - Experience: Two (2) years of professional experience in an administrative or office support role that included providing customer service, and organizing documents and preparing them for data entry in an office environment.

OR

Option 2 - Education and Experience Be sure you've attached a copy of your unofficial transcript to qualify for this option. (You may redact information that identifies age, date of birth, or dates of attendance at or graduation from an educational institution.)

A combination of related education and/or relevant experience as defined in Option 1 to equal two (2) years. Related education includes successful course credits from an accredited institution of higher learning which provides the same kind, amount, and level of knowledge as the required experience.

Transcripts from colleges or universities outside the United States must be assessed for U.S. equivalency by a NACES educational credential evaluation service. This documentation is the responsibility of the applicant and must be included as part of your application materials. Failure to provide a transcript or credential evaluation report may result in your application being rejected and you will not be able to continue in the selection process for this announcement.

Preferred Qualifications and Competencies: The exceptional candidate will possess these identified knowledge, skills, abilities, and competencies:

• Preference will be given to those candidates with previous State Service related to the work assigned to the position.
• Ability to maintain professionalism and diplomacy when interacting with a variety of stakeholders, including members of the public.
• Professional experience providing customer service in a fast-paced environment.
• Professional experience using Office products, particularly Word and Excel.
• Professional experience reading and understanding rules and laws, and explaining them to a diverse audience in non-technical terms.
• Professional experience assisting with team driven projects and events.
• Ability to work both independently and on a team to advance a diverse and inclusive perspective.
• Professional experience providing exceptional customer service in person, on the phone, or through email in an office support environment, and interfacing with a variety of people from many levels within the agency and community.
• Professional experience with regular, daily work responsibilities utilizing equipment and software used in Microsoft Office (Word, Excel, Power Point, etc.).
• Professional experience creating professional emails, letters, reports, forms, etc.
• Professional experience reviewing and organizing data for efficient filing and data entry.

Competencies to include: Communication Skills Confidentiality Empathy Organizational Skills Stress Management Collaboration Job Knowledge Time Management Use of Technology Responsibility Customer Service Decision-Making Skills

If you do possess any of the above knowledge, skills, and abilities, please specifically include the details on your application, as this information will be used to assess your qualifications and may be used to determine a top group of applicants.

Conditions of Employment:

• Travel may be required to attend trainings/professional development opportunities, to provide administrative support for off-site activities, or as requested by supervisor.
• This position will be required to successfully pass a criminal background check.
• When completing your application package, ensure you have submitted your transcript (if applicable).
• Must be a Colorado resident at the time of application.
• The Department of State does NOT offer sponsored Visa for employment purposes.

Colorado Department of Transportation