Job Information
State of Colorado Administrative Operations Support Specialist (Hybrid) in Denver Metro, Colorado
Administrative Operations Support Specialist (Hybrid)
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Administrative Operations Support Specialist (Hybrid)
Salary
$39,060.00 - $52,000.00 Annually
Location
Denver Metro, CO
Job Type
Full Time
Job Number
23Admin Ops Supp Spec01.2025
Department
Department of State
Division
Administration Division
Opening Date
02/05/2025
Closing Date
2/16/2025 11:59 PM Mountain
FLSA
Determined by Position
Type of Announcement
This position is open only to Colorado state residents.
Primary Physical Work Address
1700 Broadway Denver, CO 80290
FLSA Status
Non-Exempt; position is eligible for overtime compensation.
Department Contact Information
Joanie Sulgit-Ware joanie.ware@coloradosos.gov
Salary Note
Although the full salary range for this position is provided, appointments are typically made at or near the range minimum.
How To Apply
Please submit an online application for this position at https://www.governmentjobs.com/careers/colorado. Reach out to the Department Contact to apply using a paper application, including any supplemental questions. Failure to submit a complete and timely application may result in the rejection of your application. Applicants are responsible for ensuring that application materials are received by the appropriate Human Resources office before the closing date and time listed.
Description
Benefits
Questions
Department Information
Colorado Department of State
THIS ANNOUNCEMENT WILL REMAIN OPEN FOR THE SPECIFIED TIME AND IS ONLY OPEN TO RESIDENTS OF THE STATE OF COLORADO AT THE TIME OF SUBMITTING YOUR APPLICATION.
SERVICE. INNOVATION. EXCELLENCE. INTEGRITY. INCLUSION.
Are you looking for a career that allows you to improve your world and the world around you? 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.
If your goal is to build a career that makes a difference through the work you do each day, consider joining the dedicated employees of the Colorado Department of State. 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
Some positions may qualify for the Public Service Loan Forgiveness Program. For more information, go to: https://studentaid.gov/manage-loans/forgiveness-cancellation
Our Culture & Environment:
Coloradans come from all walks of life and so do we.
Who We Are
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.
What We Believe
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.
Our agency website: Colorado Secretary of State's Office (https://www.coloradosos.gov/)
Description of Job
ORGANIZATIONAL AND PROGRAM PURPOSE:
Administration Division and the Administrative Services Unit
The Administration Division of the Department of State provides operational support to the Department, including human resources, finance, office management, communications, and direct support to the Office of the Secretary of State. The Division works collaboratively to meet the needs of the Department staff and acts as a liaison between the leadership team and department staff. The Division regularly reviews and updates processes to ensure compliance, thoughtful decision-making, and consistent messaging to its internal teams. Through the execution of each program, the Administration Division seeks to ensure alignment with the Department’s key performance goals and to provide staff with the resources that they need to be successful in meeting their own division-level goals.
The Administrative Services 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, office management, records management, financial administration, department-wide training, facilities management, and eLearning development.
Description of Job
In this role, you will be a valued member of the Administration Division, and will provide assistance to the Administrative Services Unit, Finance Unit, as well as operational support to the Department of State.
Illustration of some key duties:
The selected candidate will:
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 furniture inventory and working with other authorities to replace or order new furniture as approved.
Monitoring facility inboxes and managing any reported facility or delivery related issues.
Processing division’s incoming mail.
Assisting in safety/security projects and initiatives.
Support the work unit’s technical programs and systems such as:
Department intranet.
Graphic flyers and media programs.
Tracking and spreadsheet programs.
Accessibility reviewing tools.
Signup and registration program.
Administer employee engagement activities, such as the monthly service award, new employee spotlight, and virtual greeting cards.
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 commitment to equity, diversity, and inclusion (EDI).
Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights
Class Code & Classification Description:
G3A3XXADMINISTRATIVE ASSISTANT II (https://drive.google.com/file/d/0B4enHpLSVk4eMWdzbVhaZTJDWW8/view?usp=sharing&resourcekey=0-b3y8iaBxItfgb77tjmzofw)
MINIMUM QUALIFICATIONS:
This position requires a total of2 yearsin 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 years of professional experience supporting an office program by maintaining and updating schedules on deliverables, tracking and recording data using spreadsheets or tracking programs, and reviewing documents and webpages to ensure they are current.
OR
OPTION 2 –Experience and/or Education
A combination of related education and/or relevant experience as described in Option 1 equal to two (2) years.
Successful course credit from an accredited institution of higher learning (which provided the same kind, amount, and level of knowledge as the required experience) may be substituted on a year-for-year basis for the two years of professional work experience as defined above (24 passing credit hours is equal to one year).
Be sure you’ve attached a copy of your unofficial transcript to qualify for this option.
An unofficial copy of transcripts must be submitted at the time of the application.(you may redact information that identifies age, date of birth, or dates of attendance at or graduation from an educational institution.)
The exceptional candidate will possess the identified knowledge, skills, and abilities:
Preference will be given to those candidates with previous State Service related to the work assigned to the position.
Proven aptitude for taking the initiative and properly managing one’s own time and tasks.
Experience assisting with team driven projects and events.
Ability to work both independently and in a group environment with an intentional commitment to advancing a diverse and inclusive perspective.
Monitoring program data and analytics and entering data into a spreadsheet or report on a regular and ongoing basis.
Create, maintain, and enter information into databases.
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.
Creating, revising, and delivering documents in DocuSign or another secure signature electronic signature management platform.
Plotting process maps in a diagram application.
Creating digital graphic flyers or media for event or initiative awareness.
Webpage design and creation on a professional intranet site such as SharePoint.
Experience supporting office facilities projects.
Ability to support several ongoing projects concurrently with high attention to detail and time management.
Experience tracking timelines.
Experience tracking and recording inventory.
Experience reading and understanding State Rules and Statutes.
REQUIRED COMPETENCIES:
Critical Thinking • Detail-Oriented • Cooperation • Organizational Skills • Problem Solving • Strong Verbal and written Communication Skills • Use of Technology • 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
If you do possess any of the above qualifications, 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
This position will be required to successfully pass a background check.
Travel may be required to fulfill the duties of the position, for professional development, or as requested by supervisor to assist with other duties for unit.
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
Applications will be reviewed by a Human Resources Specialist to determine if you meet the minimum qualifications for the position. Your application should specifically address your specialized experience, work products, accomplishments, etc. as they relate to the position duties and minimum and preferred qualifications.
The minimum qualifications listed in the announcement are NOT optional.
Cover letters and resumes will NOT be accepted in lieu of the official State of Colorado application form.
Cover letters and resumes may be attached to the application as supplemental information.
If it is determined that you meet the minimum qualifications, your application may also be used as part of the comparative analysis process to identify a top group for further consideration. The comparative analysis may consist of application reviews, answers to supplemental questions, review of submitted work samples, phone screens, structured interviews, and any other method determined to be valuable in identifying the right candidate.
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 completed, signed and submitted appeal will be timely on the basis of written material submitted by you, using the official appeal form signed by you or your representative. This form must be completed and delivered to the State Personnel Board by email at dpa_state.personnelboard@state.co.us within ten (10) calendar days from your receipt of notice or acknowledgement of the Department’s action.
For further information on the Board Rules, you can refer to 4 Colorado Code of Regulations (CCR) 801-1, State Personnel Board Rules and Personnel Director's Administrative Procedures, Chapter 8, Resolution of Appeals and Disputes, at spb.colorado.gov/board-rules .
Supplemental Information
Notifications
All correspondence regarding your status in the selection/evaluation process will be via email. Include your current working email address on your application and check your email frequently as you could receive time sensitive correspondence regarding this position. We highly recommend that you set up your email to accept messages from “coloradosos.gov” and info@governmentjobs.comaddresses. It’s your responsibility to ensure that your email will accept these notices and review your junk mail and spam filtered email.
Equal Pay for Equal Work
A wide salary range is posted for this position and any job offer is based upon a salary analysis to comply with the Colorado Equal Pay for Equal Work Act. The salary analysis considers relevant experience, education, certifications, and state seniority as compared to others doing substantially similar work. While all offers are compliant with the Colorado Equal Pay for Equal Work Act, there is no guarantee an offer will be at the top of the posted range based on the salary analysis.
ADAAA Accommodations and Equal Opportunity Employment
The State of Colorado believes that equity, diversity, and inclusion drive our success, and we encourage candidates from all identities, backgrounds, and abilities to apply. The State of Colorado is an equal opportunity employer committed to building inclusive, innovative work environments with employees who reflect our communities and enthusiastically serve them. Therefore, in all aspects of the employment process, we provide employment opportunities to all qualified applicants without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity or expression, pregnancy, medical condition related to pregnancy, creed, ancestry, national origin, marital status, genetic information, or military status (with preference given to military veterans), or any other protected status in accordance with applicable law.
The Department of State is committed to the full inclusion of all qualified individuals. As part of this commitment, our agency will assist individuals who have a disability with any reasonable accommodation requests related to employment, including completing the application process, interviewing, completing any pre-employment testing, participating in the employee selection process, and/or to perform essential job functions where the requested accommodation does not impose an undue hardship. If you have a disability and require reasonable accommodation to ensure you have a positive experience applying or interviewing for this position, please direct your inquiries to our ADAAA Coordinator, Laura Darby, at Laura.S.Darby@coloradosos.gov or call (303) 894-2200 ext. 6113.
E-Verify
The Department of State participates in E-Verify in accordance with the program’s Right to Work for all newly-hired employees. Employees are queried through the electronic system established by the Department of Homeland Security (DHS) and the Social Security Administration (SSA) to verify identity and employment eligibility. You may complete section 1 of the I-9 form upon your acceptance of a job offer letter, but no later than your first day of employment and in addition, on your first day, but no later than the third day, you will be required to submit original documents to verify your eligibility to work in the U.S. Learn more about E-Verify, including your rights and responsibilities at http://dhs.gov/e-verify .
The State of Colorado offers permanent employees a variety of benefits including medical, dental, life and disability insurance, as well as a comprehensive leave program. Please click the following link for detailed information: www.colorado.gov/pacific/dhr/benefits
Please note that each agency's contact information is different; therefore, we encourage all applicants to view the full, official job announcement which includes contact information and class title. Select the job you wish to view, then click on the "Print" icon.
01
Using specific experiences and qualifications, please identify how you meet or exceed the minimum qualifications for this position. This includes examples of maintaining and updating schedules on deliverables, tracking and recording data using spreadsheets or tracking programs, and reviewing documents and webpages to ensure they are current.
02
Describe a time when you created a process to manage a reoccurring task. What was the situation, and what factors contributed to the success of the process in completing the task?
03
In a scenario where your supervisor is not available, and you've completed your assigned tasks, how do you proactively manage your time and continue to contribute to the team?
Required Question
Employer
State of Colorado
Address
See the full announcement by clicking
the "Printer" icon located above the job title
Location varies by announcement, Colorado, --
Website
https://careers.colorado.gov/
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