CDOC - Administrative Assistant III - Parole Office Extraditions Unit

Administrative Assistant III

Position provides direct administrative support to the Transport/Extraditions Unit staff. Primary 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.

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.

• 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.

Conditions of Employment:

• Must be 21 years of age
• Possess a valid driver's license. Drivers must maintain a valid, non-restricted Colorado driver's license, obey traffic laws, and be able to safely operate a motor vehicle. State drivers are expected to maintain a safe driving record consistent with Colorado Division of Human Resources Universal Policy Driving Standards (Download PDF reader). Eligibility to drive a State-owned vehicle, includes holding a valid Colorado driver's license within 30 days of employment or residency change and meeting specific driving record criteria. Serious traffic violations, including DUIs or reckless driving, can disqualify drivers for up to seven years. All State Vehicles are monitored by telematics for safe operation and employees have no reasonable expectation of privacy while using an agency State Fleet vehicle.
• Possess a high school diploma or GED
• Former State employees who were disciplinarily terminated or resigned in lieu of termination are required to:
• Disclose the details of the prior termination or resignation on the application.
• Explain why the circumstances of the prior separation should not disqualify them from the current position.
• Provide your employee number from your prior State employment. Absent extraordinary circumstances, prior disciplinary termination or resignation in lieu of termination and failure to provide this information will disqualify the applicant from future State employment with CDOC.
• Have NO felony convictions, to include any actions defined in 5 U.S.C. 301; U.S.C. 509, 510; 42 U.S.C. 15601-15609. The CDOC shall not hire nor promote anyone who may have contact with an offender who has engaged in sexual abuse which includes acts, activity, and sexual behavior, in a prison or other institution as defined in 42 U.S.C. 1997; or has been convicted of engaging or attempting to engage in sexual activity in the community facilitated by force, overt or implied threats of force or coercion, or if the victim did not consent or was unable to consent or refuse, or has been civilly or administratively adjudicated to have engaged in the activity described in the above paragraph. The agency shall consider any incidents of sexual harassment in determining whether to hire anyone who may have contact with offenders or residents.
• Applicants must have valid U.S. work authorization at the time of application; DOC cannot provide H-1B sponsorship at this time.
• Successfully pass all modules of the six-week Colorado Department of Corrections Basic Training, to include English reading comprehension, relevant competency assessments and written/practical exams in Defensive Tactics.
• Possess the physical ability to successfully complete Defensive Tactics
• Lift arms above head and kick as high as own waist
• Stabilize another person to accomplish a controlled take down
• Use arms, palms of hands, shins, and feet to deliver blows
• Withstand impact (slow speed or with a safety bag) on own body from strikes/blows
• Swing a baton in a striking technique
• Rotate body 90 degrees with feet planted for striking with foot or using a defensive tactic;
• Get down on one or both knees and up again with multiple repetitions
• Will be exposed to Oleoresin Capsicum during Basic Training and will be exposed while on assignment
• Must be able to see and hear in order to observe, address and respond to potential breaches in safety and security
• Seize, hold, control or subdue violent or assaultive persons and defend oneself or others to prevent injury
• Demonstrate body agility, strength of all four limbs and the ability to walk and climb stairs consistently
• Work in situations involving assaultive behavior, physical control of another person and/or restraint situations
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