Administrative Services Assistant (Hybrid)

Job Title

Program Assistant

Job Description

The Administration Division of the Department of State provides operational support to the Department, including human resources, finance, office management, legal and policy, eLearning, communications, legislation, and direct support to the Office of the Secretary of State. The Division works collaboratively to meet the needs of the Department staff and community stakeholders. Through the execution of each program, the Administration Division seeks to ensure alignment with key performance goals and uphold the mission, vision, and values of the Department.

The HR/Operations Unit serves as the central team for organizing and facilitating essential administrative functions for the Department. The unit plays a critical role in enhancing organizational productivity by efficiently managing administrative tasks, enabling each division to focus on their core functions, and promoting an efficient and compliant work environment.

The unit handles functions such as human resources, time-keeping administration and support, employee benefits, recruitment and selection facilitation, office management, records management, financial administration, department-wide training, and facilities management.

Illustration of key duties:

• Co-lead operation and facilities work for the office by:
• Building and maintaining relationships with the building management team, building security, office employees, and various recurring vendors.
• Maintaining Department furniture inventory and working with other authorities to replace or order new furniture as approved.
• Monitoring facility and conference room inboxes and managing requests.
• Processing division's incoming mail and email.
• Assisting in safety/security projects and initiatives.
• Provide human resources administrative support.
• Manage the Department's vehicle program.
• Maintain confidentiality of all sensitive 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.
• Maintain a commitment to equity, diversity, and inclusion (EDI).

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:

H4R1XX Program Assistant I

MINIMUM QUALIFICATIONS:

This position requires a total of four (4) 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

Four (4) years of professional experience in supporting an office program by coordinating meetings, schedules, calendars, trainings, or other program activities; tracking and recording data using spreadsheets, databases, or tracking programs; and reviewing documents for accuracy and completeness.

OR

OPTION 2 Experience and/or Education 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 professional experience as defined in Option 1 to equal four (4) years. Related education includes successful course credits from an accredited institution of higher learning in business administration, business management, organizational management, public administration, public management, office administration, administrative management, project management, or organizational development.

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.
• Professional experience with meeting coordination to include scheduling, creating agendas, taking meeting minutes/notes, and providing meeting follow up.
• Professional experience supporting office facilities projects, including scheduling contractors and tracking certificates of insurance (COIs).
• Professional experience cross-referencing vendor invoices against original quotes, purchase orders (POs), and technician sign-off sheets.
• Professional experience maintaining confidential personnel or sensitive information.
• Professional experience creating professional emails, letters, reports, forms, etc.
• Professional experience assisting with team driven projects and events involving multiple stakeholders.
• Professional experience monitoring program data and analytics and entering data into a spreadsheet, database, or report on a regular and ongoing basis.
• Professional experience providing exceptional customer service in person or on the phone, in an office support environment, and interfacing with a variety of people from many levels within the agency and community.
• Professional experience auditing records for accuracy.
• Professional experience creating digital graphic flyers or media for event or initiative awareness.
• Professional experience with webpage design and creation on a professional intranet site such as SharePoint.
• Professional experience supporting several ongoing projects concurrently with high attention to detail and accurate timeline tracking and management.
• Professional experience complying with accessibility standards.
• Professional experience tracking and counting physical facility assets against digital registry logs.
• Professional experience with regular, daily work responsibilities utilizing equipment and software used in the Microsoft Office suite products (Word, Excel, PowerPoint, etc.).
• Professional experience locating and understanding State Rules and Statutes.
• Competencies to include: Critical Thinking Detail-Oriented Cooperation Organizational skills Problem Solving Skills Strong Verbal and Written Communication Skills Ability to Process Information and Apply Knowledge Initiative Emotional Intelligence Time-Management Committed to Advancing a Diverse and Inclusive Perspective Ability to Maintain Confidential Information Customer Service

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 will be required to provide scheduled maintenance to Department fleet vehicles, for professional development/training opportunities, or as needed to complete job duties.
• 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.

Completing the Application

Only the information provided in the application will be reviewed and used by a Human Resources Specialist to determine whether an applicant meets the minimum qualifications for the position. Resumes, cover letters, and responses to supplemental questions will not be reviewed or considered during this determination.

Your application should clearly describe your relevant experience, qualifications, accomplishments, and work products as they relate to the position's duties and the required minimum and preferred qualifications. Only applicants who meet the minimum qualifications will advance to the next stage of the selection process.

• The minimum qualifications listed in the announcement are NOT optional.
• Cover letters and resumes WILL NOT be accepted or reviewed in lieu of the official State of Colorado application form but may be attached as supplemental information.
• Part-time work experience will be prorated.

If it is determined that you meet the minimum qualifications, any comparative analysis processes used to identify a top group for further consideration will involve a review and rating of the information you submit, which could include your application, responses to supplemental questions, work samples, phone screen responses, written question responses, structured interview responses, and any other method determined to be valuable in identifying a top candidate.

Please answer the supplemental questions on the application completely and thoughtfully, as your responses may be rated based on the content of your response and your writing skills (spelling, grammar, and clarity of your writing).

FAILURE TO DOCUMENT YOUR EXPERIENCE OR EXCLUDING INFORMATION REQUIRED IN THE APPLICATION MAY RESULT IN YOUR APPLICATION BEING REMOVED FROM CONSIDERATION.

APPEAL RIGHTS:

An applicant who has been removed from an employment list or removed from consideration during the selection process may request a review by the State Personnel Director.

As an applicant directly affected by the results of the selection or comparative analysis process, you may file a written appeal with the State Personnel Director.

Review of the