Administrative Assistant

Administrative Assistant IIAbout the Work Unit: The Biometric Identification and Records Unit (BIRU) of the Colorado Bureau of Investigation (CBI) supports law enforcement agencies as well as the public. It is the responsibility of this unit to maintain and update all information stored in the Multi Biometric Identification System (MBIS), used in the identification of fingerprints, and the Colorado Crime Information Center (CCIC), which houses all fingerprint based Colorado criminal history record information (CHRI) records. Colorado is an open records state and this information is available to the public. Work EnvironmentTypical work hours: Monday-Friday, 8:00 am - 5:00 pm.Primary work will be in an office. Majority in-person position.About the Job: To provide administrative office support for BIRU activities and to ensure the efficient operation of the Data Integrity Specialist (DIS) team. This position will provide assistance and information to the general public and numerous other agencies as appropriate. This includes managing and processing documents generated by DIS, incoming documents and information from other law enforcement agencies and additional admin support to other section managers.Key Responsibilities: General Administrative SupportInterprets and explains basic operational procedures and rules to the public and other department members. Transacts confidential matters including correspondence of seals, criminal history requests, and dispositions.Monitors administrative documents ensuring uniformity and timely compliance to include handling all new incoming seals, criminal history requests, and dispositions.Reviews and identifies discrepancies, gathers and organizes information for management and leadership.Monitors DIS standard operating procedures.Extracts and reviews relevant information from CCIC, NCIC, SDDS, ICHC, and MAS to effectively support customers.Answers and routes calls and emails for DIS.Handles incoming mail and delivers them to the appropriate unit for processing.Logs incoming Seal orders accurately into the seals log.Monitors and responds to team emails daily.Processes and manages incoming mail.Provides telephone assistance and customer support.Front Desk DutiesMaintains the front desk of the 690 Kipling building, dealing with phone calls received and directing the calls to the various Division sections.Assists customers seeking different services such as ID records challenges, seals, coordinating fingerprinting being done for various reasons.Minimum Qualifications, Substitutions, Conditions of Employment & Appeal RightsNote, to be considered for this position, you must meet the following option for consideration.Education and Experience, Knowledge, SkillsMINIMUM QUALIFICATIONS Two (2) years of experience providing administrative, clerical, reception, or customer service support in a professional office environment, including direct interaction with internal or external customers. OR A combination of related education and experience providing administrative, clerical, reception, or customer service support in a professional office environment, including direct interaction with internal or external customers equal to two (2) years. If education is substituted for work experience, an unofficial transcript of the relevant education must be provided with your application. PREFERRED QUALIFICATIONSExperience working a government, public safety, law enforcement, or similarly regulated environment.Experience providing front-desk, reception, or customer service support in a professional office environment.Experience greeting visitors, answering and directing phone calls, and responding to routine inquiries.Experience maintaining records, processing documents, and performing accurate data entry.Experience using Microsoft Office Suite, Google Workspace or other standard office technology.REQUIRED COMPETENCIESCustomer service - Provides professional and responsive service to internal and external customers.Communication - Conveys information clearly and professionally, both verbally and in writing.Organization - Organizes work, manages multiple routine tasks while maintaining front-desk coverage.Attention to Detail - Accurately records, enters, retrieves, and maintains information.Adaptability - Adjusts to changing priorities, interruptions, and varying levels of front-desk activity while maintaining effective services and accuracy.Problem Solving & Judgement - Resolves routine issues using established procedures and recognizes when matters require escalation.CONDITIONS OF EMPLOYMENTMust be a Colorado resident at the time of application.Requires successful completion of a background investigation that includes a polygraph exam, Personnel Evaluation (PEP) assessment, a fingerprint based criminal, financial, employment history search and drug testing.APPEAL RIGHTSIf you receive notice that you have been eliminated from consideration for the position, you may protest the action by filing an appeal with the State Personnel Board/State Personnel Director within 10 days from the date you receive notice of the elimination. Also, if you wish to challenge the selection and comparative analysis process, you may file an appeal with the State Personnel Board/State Personnel Director within 10 days from the receipt of notice or knowledge of the action you are challenging. Refer to Chapters 4 and 8 of the State Personnel Board Rules and Personnel Director's Administrative Procedures, 4 CCR 801, for more information about the appeals process. The State Personnel Board Rules and Personnel Director's Administrative Procedures are available at . A standard appeal form is available at: . 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 10 days of your receipt of notice or knowledge of the action: 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. The ten-day deadline and these appeal procedures also apply to all charges of discrimination.