CDOC Administrative Assistant III - CMC Clinical

Administrative Assistant III

This position is only open to Colorado state residents.

If your goal is to build a career that makes a difference and builds greater public confidence in good government, consider joining the dedicated people of the State of Colorado. Our professionals strive to support state government and the citizens of Colorado. Customer service is a key component for every position in state government as is the focus on ideas and ways to redesign the delivery of services in making state government more effective and efficient.

In addition to a great agency and rewarding, meaningful work, we offer:

• Distinctive career advancement opportunities throughout the state system;
• Strong, secure, yet flexible retirement benefits including PERA Defined Benefit Plan or PERA Defined Contribution Plan plus 401K and 457 plans. Correctional Officers I-IV qualify as "Safety Officers" and are eligible for increased PERA benefits;
• Medical and dental health plans;
• Short and long term disability coverage;
• Paid life insurance;
• 11 paid holidays per year plus vacation and sick leave;
• Wellness program, tuition reimbursement, training opportunities and more;
• Visit State of Colorado Employee Benefits for more information.

This position is compensated on a bi-weekly pay cycle.

Primary duties and responsibilities of this position include but are not limited to:

• Receives and screens inquiries and ensures response and/or follow-up are completed;
• Research information to resolve problems or concerns when the solution is unclear;
• Instructs customers on filling out forms/documents;
• Distributes mail accordingly;
• Schedules meetings and administrative appointments;
• Takes/transcribes/distributes meeting minutes as requested;
• Ensures clear and concise communication with customers, co-workers, supervisors, and appointing authority;
• Create, compile and build employee personnel files. Maintain confidentiality of information. File all documentation into electronic personnel files;
• Position creates, maintains and tracks data using appropriate software;
• Verify adequate releases, gather information, monitor the review of files as requested by employees, supervisors, investigators, and attorneys;
• Scan and upload release documents into current files;
• Provide accurate information to approved stakeholders as it relates to employment verifications, employment dates, salary and work titles;
• Utilizes Microsoft Word, Access, Excel, Power Point, DCIS, PCDCIS and other computer programs to enter, track, and retrieve data;
• Distributes information via mail, e-mail, and fax to appropriate parties;
• Establishes, maintains, and updates office record keeping systems, tickler files, forms, internal logs, and reminder notices;
• Drafts, prepares, edits, and publishes correspondence, documents, reports, etc., from written material or verbal instruction;
• Designs and revises documents to include hand-outs, flyers, instructions, manuals, etc.;
• Other duties as assigned.

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: G3A4XX Administrative Assistant III

Minimum Qualifications:

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

General clerical duties may include: the accurate and timely completion and processing of documents and information; data entry; printing; scanning and making copies; scheduling; accepting reservations or registrations; arrange meeting logistics and equipment; reception and intake; record keeping, filing and maintenance; answering multiline phones and relaying messages; and general administrative tasks in an office support environment.

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.