What are the responsibilities and job description for the ADMINISTRATIVE ASSISTANT III position at State of Colorado Job Opportunities?
Department Information
This position is only open to current Residents of Colorado.
Colorado Department of Education – What We Do
The Colorado Department of Education (CDE) provides leadership, resources, support, and accountability to the state's 178 school districts, 1,888 schools, over 53,000 teachers, and over 3,200 administrators to help them build capacity to meet the needs of the state's approximately 905,000 public school students. In addition, CDE provides structural and administrative support to the Colorado School for the Deaf and the Blind and the Charter School Institute.
As the administrative arm of the State Board of Education, CDE is responsible for implementing state and federal education laws, disbursing state and federal funds, holding schools and districts accountable for performance, licensing all educators, and providing public transparency of performance and financial data.
CDE is a values-based agency that serves students, parents, and the general public by protecting public trust through ensuring adherence to laws, strong stewardship of public funds, and accountability for student performance.
CDE strives to incorporate five core values that we uphold in our work internally and externally. If you come to CDE, be prepared to incorporate Integrity, Equity, Accountability, Trust, and commitment to Service in what you do.
Why Work For CDE
The work we do is rewarding and impacts the students, families, educators, and communities across Colorado. Our leadership also promotes a culture that puts families and self-care as a priority. Along with meaningful work and an environment that puts employees first, the state also offers rich benefits that intend to make us an Employer of Choice!
The following is a summary of the benefits we offer:
- Flexible work schedules and flexible workplace options that may include flexible working hours, working from home, working in the office, and/or a hybrid working environment.
- Premier medical, dental, vision, and dependent life insurance options. All with a generous employer contribution keeping employee costs as low as possible.
- Employer paid short-term disability and life insurance
- Up to 160 hours of Paid Family Medical Leave (PFML)
- 11 paid holidays per year
- Competitive vacation and sick leave accruals
- Retirement through the Public Employees Retirement Association (PERA) www.copera.org
- Employer paid RTD Eco Pass (certain restrictions may apply)
- Paid professional development opportunities
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 most salary offers are made within the posted range, occasionally an offer is made below or above the posted range based upon this salary analysis.
Description of Job
Work Environment:
This position is Full-time, is Hybrid (Remote/Home Office w/requirement to report to Work location per business needs),
- Office hours are typically Mon-Fri, 8 am-5 pm
- Extended hours during the evening or the weekend may be required by business needs
- 5% Travel required within Denver Metro/Downtown for Meetings/Training
- A Remote (Home) office is required
- Required to report to the work location per business needs
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Essential Functions (ADAAA)
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LIGHT/Office environment:
- Required to sit, view a computer screen, and utilize a keyboard and mouse for extended periods of time
- May be required to lift and move up to 10 lbs of force frequently or 20 lbs occasionally
- Required lifting, bending, stooping, pushing, walking, etc.
- Light work usually requires walking or standing to a significant degree
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LIGHT/Office environment:
Position Summary:
The Office of Gifted Education team is a close-knit group, working together seamlessly in a positive and encouraging atmosphere. This collaborative environment is built on trust and mutual respect. Under the guidance of a supportive leader who values their expertise, the team enjoys a strong sense of autonomy, allowing them to focus on providing the best support to educators across Colorado. The Office of Gifted Education team strives to support districts across Colorado in creating conditions in which gifted students are understood, valued, and empowered to reach their full potential.
This position exists to handle the administrative duties and responsibilities for the Office of Gifted Education in the Exceptional Student Services Unit. Broad duties include general office and program support for ECEA and IDEA federal grant funds administration within the office and unit. These office supports include organizing events, purchasing, and accounting duties including budgeting/accounting and all contracts, data entry and retrieval, internal and external communication, and file tracking and management. This program support provides assistance that supports services, including technical assistance, supporting newly hired staff, professional development, and training, supporting Gifted Education Directors, Gifted Education State Advisory, coordinators, and teachers, as well as supporting capacity building activities to improve the delivery of services by the Office of Gifted Education.
The final salary is anticipated to fall within the posted salary range, however could be higher or lower depending on the knowledge, skills, abilities, and other qualifications of the preferred candidate while considering internal equity.
Major Duties and Responsibilities:
- Completes all appropriate CDE forms to ensure timelines are met for staff requesting various arrangements to be made for them including forms for approval and reimbursement for in-state travel, out-of-state travel, and non-CDE employee reimbursements
- Organizes and prepares internal and external meetings (in-person, hybrid, and virtual) including arranging and securing meeting spaces, managing, and tracking registration, and completing official function forms, MOUs, contracts, and purchase orders and requisitions as necessary
- Prepares agendas, programs, and other meeting materials that will be used by attendees
- Arranges meeting room setup, meals, any virtual meeting links and/or meeting spaces, and equipment for events including Gifted Education Directors meetings, Gifted Education Regional Consultant Meetings, and Gifted Education State Advisory Committee meetings
- Assists with program application, Gifted Education monitoring, and technical assistance support activities such as preparing reports and processing applications for grants
- Maintains program, budget, and other files for consultant staff for all Gifted Education related events, contracts, and training
- Orders materials and supplies for consultant staff for Gifted Education related professional development, technical assistance, meetings, training, and professional development
- Assists with estimating and record keeping for all budget expenses for ECEA state funding
- Provides support for project and task management for all Gifted Education related events, procuring professional development opportunities and trainings as requested
- Documents and maintains team knowledge, including creating procedural documentation of fiscal, purchasing, and accounting paperwork and required procedures
- Maintains the webpages for the Office of Gifted Education and ensures that all Gifted Education related materials are updated
- Create surveys for all team members and the field as needed
- Seek training in project management skills and implement acquired skills on team projects
- Oversee submissions to Exceptional Student Services newsletter from the Office of Gifted Education
- Assists with the annual Gifted Directors Meetings by completing and routing all related paperwork, working with purchasing, and accounting to ensure timelines are met, facilitating, and tracking registration, assisting with conference planning, assisting with conference operations during the conference, and other duties as assigned
- Acts as the primary contact for the Gifted Education State Advisory Committee and Gifted Education Directors
- Serves as the secretary for the Office of Gifted Education which includes duties such as taking and editing meeting minutes, scheduling meetings, and sending calendar invitations and all related materials
- Assists with processes in securing new Gifted Education State Advisory Committee members by various means of advertising vacant Gifted Education State Advisory Committee member seats, and preparing paperwork for the State Board of Education’s approval of the recommendations from the Gifted Education State Advisory Committee
- Maintains a team purchasing card which includes making purchases, reallocating expenses, and meeting purchasing allocation deadlines
- Collaborates with consultants and supervisors to complete paperwork for the annual renewal of contracts following the state’s procurement rules and Exceptional Student Services Unit’s protocols. Ensuring contract invoices are processed on time, according to procurement rules, and overseen via the established unit processes for invoices
- Assists other offices and program consultants with administrative program supports as time permits
- Maintains office calendar, contributes to unit calendar, and keeps floor calendars updated
- Participates in all department, unit, and team meetings including the quarterly departmental meetings, ESSU Cross Team Support meetings, and Administrative Support Network meetings
- Supports communication efforts by responding to or routing incoming email and phone requests, maintaining listservs and email lists
- Submits content for CDE’s The Scoop and the ESSU Newsletter
- Providing Gifted Education updates to the ESSU web content coordinator for the Office of Gifted Education
- Compiling and distributing meeting notes, internal and external communication of information, and responsible for monitoring and responding to all communication from the Gifted Education general email, and/or redirecting to the correct Office of Gifted Education team member
- Participate in unit Cross Team Support and CDE Administrative Support Network meetings and projects
- Primary contact and responsibility for meeting all new accessibility requirements for The Office of Gifted Education. Responsible for final review of all outgoing documents, PowerPoints, presentations, etc. for meeting accessibility requirements
Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights
MINIMUM EDUCATION AND EXPERIENCE REQUIREMENTS:
Experience Only:
- Three (3) years of relevant experience working in a support role supporting teams in administration
Preferred Qualifications (Preferred/Not Required):
Experience creating invoices, purchasing, contracts- setting up and payments
Experience with website updates
Excellent communication skills, including managing listserves, sending out internal communications via email and phones.
Proven experience with Microsoft Office Suite
Scheduling and travel logistics experience
Experience with Event and Meeting planning/set up- both in person and remote including physical supplies and technology
- Must be willing and able to submit to the pre-screening process and pass a background check.
- Work extended schedule per business needs
- Report to work location per business needs
Supplemental Information
Complete Applications must include:
- Completed Online Application: Required - Submitted through our ATS.
- Resume: Required - Copy and Paste into the Supplemental Questions (11,000 character limit, aprx. 3 pages)
**Failure to submit a complete application as defined above by the announcement close will result in your application being removed from consideration.**
** Resumes and Cover Letters WILL NOT be reviewed for minimum qualification screening.
FOR CURRENT OR FORMER EMPLOYEES OF THE STATE OF COLORADO:
Per the requirements of the Step Pay Program implemented on July 1, 2024, any State employee must be paid a rate that is equal to or greater than the appropriate step pay rate within their classification’s pay range based on completed years in their current class series as of June 30. All current and former State employees must ensure that your entire work history within the State Classified System, including at Institutions of Higher Education, is indicated in your application so that your time-in-series can be calculated accurately.
Email Address:
All correspondence regarding your status in the selection/examination process will be conducted via email. Include a working email address on your application; one that is checked often as time-sensitive correspondence such as exam information or notification will take place via email. Please set up your e-mail to accept messages from "state.co.us" and "info@governmentjobs.com" addresses. It is your responsibility to ensure that your email will accept these notices and/or review your junk mail and spam-filtered email.
Appeal Rights:
If 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 www.colorado.gov/spb.
A standard appeal form is available at: https://spb.colorado.gov/ . 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: 303-866-5038. Phone: 303-866-3300. The ten-day deadline and these appeal procedures also apply to all charges of discrimination.
Equity, Diversity, and Inclusion (EDI) and Equal Employment Opportunity
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, a 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 Education 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 performing 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 hr@cde.state.co.us.
