ADMINISTRATIVE ASSISTANT III (Canon City) - State of Colorado

ADMINISTRATIVE ASSISTANT III (Canon City)


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ADMINISTRATIVE ASSISTANT III (Canon City)






Salary




$4,154.00 - $5,816.00 Monthly






Location




Canon City, CO








Job Type




Full Time






Job Number




CC AA III 37014 10.2024








Department




Department of Corrections






Opening Date




09/20/2024








Closing Date




10/4/2024 4:00 PM Mountain






FLSA




Determined by Position








Type of Announcement




This position is open only to Colorado state residents.






Primary Physical Work Address




Canon City, Colorado








FLSA Status






Non-Exempt; position is eligible for overtime compensation.








Department Contact Information




Psytia Harris, psytia.harris@state.co.us








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



















This posting is only open to residents of the State of Colorado at the time of submitting your application.









This posting may be used to fill future vacancies at this location.





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;

+ 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.













Description of Job



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;


+ Distribute 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.








Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights



Minimum Qualifications:


Three years of general clerical experience in an administrative or office support role.


General clerical duties may include: T he 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 in Business, Criminal Justice or a similar discipline and/or relevant experience as defined above equal to three (3) years.




Required Competencies:



+ Established proficiency in position-related office technologies, especially Microsoft Office (Word, Excel and PowerPoint);


+ Ability to work directly with inmates 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;


+ 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.




Preferred Qualifications:



+ Relevant years of state service working with confidential information;


+ 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.




ONLY APPLICANTS WHO MEET THE MINIMUM AND SPECIAL REQUIREMENTS WILL BE INCLUDED IN THE COMPARATIVE ANALYSIS PROCESS.



IMPORTANT INFORMATION



The Assessment Process : Your application will be reviewed to determine if you meet the minimum Qualifications (MQ's). Applicants that meet MQ’s will be included in the Comparative Analysis process. Colorado Revised Statutes require that state employees are hired and promoted through a comparative analysis which may include, but is not limited to, a suitability screening, eSkills Assessment, oral assessment, written performance assessment or it may include a review of your application material and your responses to any supplemental questions by a Subject Matter Expert (SME) to assess and rank applicants in order to establish an eligible list for referral to the hiring manager for final consideration.





Be sure the “Work Experience” section of your application is complete and specifically addresses your qualifications, experience, and accomplishments as they relate to the Description of the Job , Minimum Qualifications , Required Competencies and Preferred Qualifications as listed above. Resumes and “see resume” statements will not be accepted in lieu of the “Work Experience” section of the application. Failure to include adequate information or follow instructions by the closing date may result in your application not being accepted and/or may affect your score, rank or inclusion in the final pool of eligible applicants.





If an unofficial copy of transcripts is being submitted at the time of application, 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 prevent your application from moving forward in the selection process.



Under the Job Application Fairness Act (SB 23-058), applicants may redact information from certifications and transcripts that identify their age, date of birth or dates of attendance from an educational institution.




In order to process a background investigation, your application must include at least (10) ten years of the most current work experience unless experience related to the job for which you are applying is later than (10) years. Failure to provide this information could result in delays and/or elimination from the background investigation process





Toll Free Applicant Technical Support: If you experience technical difficulty with the NEOGOV system (e.g. uploading or attaching documents to your online application) call NEOGOV technical support at 855-524-5627 Mon-Fri between 6 am and 6 pm (Pacific Time). Helpful hints: if you are having difficulty uploading or attaching documents to your application first, ensure your documents are PDF or Microsoft Word files and second, close the document before you attempt to upload (attach) it.



Conditions of Employment: All job offers are contingent upon a successful medical screening by a healthcare professional, certifying the candidate's ability to perform the essential functions of the position. Applicant must consent to hold harmless CDOC and its agents and staff from any liability arising in whole or in part from the testing and the use of this information in connection with CDOC’s consideration of application for employment.



Employees may be required to submit to regular serial testing and reporting.

+ Must be 21 years of age;

+ Possess a valid driver’s license;

+ Possess a high school diploma or GED;

+ 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 be legally eligible to work in the United States to be appointed to this position. CDOC uses e-Verify, an Internet-based system, to confirm the eligibility of all newly hired employees to work in the United States. CDOC does not sponsor non-residents of the United States.

+ Successfully pass all 6-weeks modules of the Colorado Department of Corrections Basic Training, including 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;

+ Deal with individuals with a range of moods and behaviors, utilizing tactfulness and a congenial, personable manner;

+ Work with people of the opposite sex, diverse racial ethnic groups, mentally ill and emotionally disturbed offenders;

+ Communicate by talking, listening and/or signaling people to convey or exchange information, assignments;

+ Work in an environment with fluctuating noise and temperature (hot and cold) which may include working outdoors in inclement weather and/or concrete floor/wall work settings;

+ Willing and able to travel;

+ Willing and able to work various shifts, days, afternoons, graveyards (nights) which includes a rotating shift schedule;

+ TB (tuberculosis) screening is required of all new employees upon hire.







Successful completion of a background investigation is required. Should applicant’s background reveal criminal charges, it shall be the responsibility of the applicant to provide the Department of Corrections with written/official disposition of any charges.





The CDOC is committed to a work environment free from illegal drugs and alcohol. Employees (see exception below) may use marijuana in their personal time but are prohibited from working while under the influence of any substance, including marijuana. A drug test will be administered to all new employees; employees must successfully pass. Random drug screening will occur throughout employment.


Exception: Peace Officer Standards and Training (POST) certified employees are prohibited from the use of marijuana. Health care professionals must check their licensing requirements regarding marijuana use.








Appeal Rights: If you receive notice that you have been eliminated from consideration for this position, you may file an appeal with the State Personnel Board or request a review by the State Personnel Director.



An appeal or review must be submitted on the official appeal form, signed by you or your representative. This form must be delivered to the State Personnel Board by email ( dpa_state.personnelboard@state.co.us ), postmarked in US Mail or hand delivered (1525 Sherman Street, 4th Floor, Denver CO 80203), or faxed (303.866.5038) within ten (10) calendar days from your receipt of notice or acknowledgement of the department’s action.



For more information about the appeals process, the official appeal form, and how to deliver it to the State Personnel Board; go to spb.colorado.gov ; contact the State Personnel Board for assistance at (303) 866-3300; or 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 under Rules.





Supplemental Information





SUPPLEMENTAL INFORMATION


After submitting an application, you should receive an immediate email acknowledging your submission. If you do not get the email, please check to ensure you have actually submitted the application and typed the correct email address on the application.



Include a working email address on your application; one that is checked daily as time sensitive correspondence WILL take place via email. You may receive email notifications from a Colorado Dept. of Corrections employee or from this email address: info@governmentjobs.com. It is your responsibility to ensure that your email will accept these notices and/or review your junk mail and spam filtered email; if you do not receive correspondence soon after the closing date or if you have questions about this job announcement, please contact Psytia Harris and psytia.harris@state.co.us.



SCHEDULED DATES OF POSSIBLE APPLICANT ASSESSMENTS (I.E., EXAMS, ORAL BOARDS, WRITTEN EXAMS) WILL NOT BE MADE UP. IF YOU FAIL TO SHOW AT THE APPOINTED DATE/TIME, MAKE-UPS WILL NOT BE ALLOWED.



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 Colorado Department of Corrections 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 Employee Relations Specialist, Ana Andersen , at doc_employeerelations@state.co.us or call 719-723-3998 .



ALL DEPARTMENT OF CORRECTIONS FACILITIES AND BUILDINGS ARE TOBACCO FREE.


WE STRONGLY ENCOURAGE PROTECTED CLASSES TO APPLY.















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


By clicking below, you acknowledge that this position is located in Canon City only; that you are able and willing to work in Canon City; that no other locations will be considered and that your name will be removed from the eligibility list should you decline to interview or decline an offer from this location.


+ I so acknowledge.






02


Basic Training: If appointed to a position, you must successfully complete the Colorado Department of Corrections basic training prior to starting your work assignment. Basic Training is a 6-week, paid training program, that is held at an assigned training location (this could be your assigned facility or it could be another location) Monday through Friday from 8am to 5pm. Daily attendance is a requirement during basic training. Failure to attend training may be considered failure to perform satisfactorily and may result in termination. New employees must attend and pass all phases of basic training as required which includes English reading comprehension, relevant competency assessments and written/practical exams in Defensive Tactics. Do you acknowledge this?


+ I so acknowledge






03


Describe in detail 3 years of general clerical experience in an administrative or office support role which could include: the accurate and timely completion and processing of documents and information electronically; scheduling; accepting reservations or accepting registrations; reception and intake; record keeping and maintenance; meeting arrangements; document creation, word processing; revising office procedures; compiling and formatting the content for program materials such as annual reports and newsletters; screening documents and supporting information to determine eligibility, authenticity, or identity; accounting for the unit's allotted funds by authorizing (signing) operating expenditures.






04


Based on the job description, required competencies and preferred qualifications in the job announcement, clearly describe why you are the best candidate for this position. Include how your accomplishments, qualifications, skills, areas of expertise, personal characteristics, etc., make you a good fit for this position. (NOTE: this information does not substitute for the completion of the employment history of your on-line application or used to determine if you meet the minimum qualifications.)






05


Certification and Confidentiality Statement

I certify that:


--I understand that this, my completed Application, the attached Supplemental Questions, and my responses are confidential and that I have neither consulted with others nor received assistance in the preparation, writing, or editing of my responses and the information contained herein is in my own words and was prepared and completed solely by me and only me.


--All the information I have provided herein is true, complete and correct to the best of my knowledge and belief, and is made in good faith.


--I have not communicated the confidential information of this, my Application and the attached Supplemental Questions in any way to other candidates, potential candidates, subject matter experts, or any person.


--I understand that if the confidential information in this, my Application and the attached Supplemental Questions and/or my responses, are found to have been falsified, plagiarized, or shared in any way, I may be disqualified or removed from the position if appointed.




+ I agree to the terms and conditions of this Certification and Confidentiality Statement.





Required Question









Agency


State of Colorado






Address


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Website


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