What are the responsibilities and job description for the Administrative Assistant III. position at State of Colorado?
Department Information
This position is open to current Colorado residents only.
Please note: This recruitment may be used to fill multiple vacancies (Including both part and full-time positions).
Most State of Colorado employees are eligible for a great benefit package! Please see the Supplemental Information section below for details!
About the Division of Youth Services: The Division of Youth Services (DYS) provides a continuum of residential and non-residential services that encompass juvenile detention, commitment, and parole. DYS is the agency statutorily mandated to provide for the care and supervision of youth committed by the District Court to the custody of the Colorado Department of Human Services. The Division operates fifteen secure facilities that serve youth between the ages of 10 and 21, who are pre-adjudicated, sentenced, or committed. The Division also contracts with numerous private residential and non-residential service providers throughout the State. For pre-adjudicated youth, the Division is also responsible for the management and oversight of Colorado Youth Detention Continuum, a State-funded, locally administered program that provides services to youth at risk of further progressing into the juvenile justice system. In addition to residential programming, the Division administers juvenile parole services throughout the State.
We invite you to explore the DYS website and learn about the services provided to youth, families, and local communities in the State of Colorado at: https://www.colorado.gov/cdhs/dys
Opt in below to receive text message updates on CDHS recruiting events!
CDHSCareers
Description Of Job
About the Position:
This position provides basic clerical support for the facility and performs the administrative duties required of an administrative assistant. This position is also the facility receptionist. This position ensures facility administrative services operate efficiently and operationally. The position collects information to prepare reports, prepares correspondence, receives visitors, schedules meetings, maintain databases. Open, sort, and distribute incoming correspondence and packages. File and receive documents, records, and reports. Greet visitors and determine whether they should be given access to specific individuals. Receive and store the office supplies. The position will maintain databases, computer troubleshooting.
Primary Job Duties.
Office Operations & Support. Performs clerical functions including preparing correspondence, arranging conference/video/webinar calls, and schedules meetings. Prepares statistical reports, handles information requests, prepares invoices, memos, letters and other documents. Prepares spreadsheets, databases and presentations. Provides clerical support requested by the Facility Director, Assistant Director, and other staff members as designated by the Facility Director. Position functions as computer liaison with Zebulon Pike YSC staff to offer support and help with software issues. Contact for general office concerns. Distributes supplies, maintains supply inventory and submitting requests for additional supplies when needed. Tracks and distributes outgoing and incoming mail, monitoring for unusual mail. As receptionist this position greets visitors. Creates and maintains confidential employee personnel, timekeeping other filing systems. Coordinates all aspects of the day-to-day facility administrative activities. Manages scheduling for and maintains multiple facility calendars. Primary contact for background checks for volunteers, interns, and contractors. Responsible for new staff badges and replacement staff badges. Gives instructions on the background process to those who need to complete the background process before being allowed to meet with youth.
Facility and Vehicle Maintenance Management. Troubleshoots problems for office equipment (copier machines, computers, phone systems, etc.) contacting vendors to submit supply or repair requests. Maintain facility vehicles. Looks up monthly vehicle mileage and submit to the Division of Facilities Management database, CARS. Make sure vehicles are clean and necessary equipment in them. Maintain log, request routine maintenance and manage emergency repairs to vehicles. Arrange to get vehicles to the servicer and determine that work was completed.
Facility News and Bulletin Board Communications. Generates monthly facility news by gathering information from facility administration, supervisors, EAC committee and other sources to write, design and report out. Creates, designs, and updates bulletin boards throughout the facility monthly.
Other Duties as Assigned. Other duties as assigned.
Experience Only
Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights
Education And Experience
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
How To Apply
Need help with your application? Click here.
The Assessment Process
For additional recruiting questions, please contact araceli.diaz@state.co.us.
About Us
If your goal is to build a career that makes a difference, consider joining the dedicated people of the Colorado Department of Human Services (CDHS). Our professionals strive to design and deliver high quality human and health services that improve the safety, independence, and well-being of the people of Colorado. In addition to a great location and rewarding and meaningful work, we offer:
Our Values
We believe in a people-first approach: To serve the people of Colorado, we develop a culture and work environment that creates an energized, inspired, and healthy team capable of giving their best to Coloradans.
Balance creates quality of life: We want our team to be resilient through a supportive workplace that values flexibility, health and wellness, and employee engagement.
We hold ourselves accountable: We take responsibility through our actions, programs, and results for the state of health and human services in Colorado.
Transparency matters: We are open and honest with employees, our partners, the Coloradans we serve, and the public.
We are ethical: We abide by what is best for those we serve by doing what is right, not what is easy.
Collaboration helps us rise together: We work together with all partners, employees, and clients to achieve the best outcomes for Coloradans.
We are committed to increasing the diversity of our staff and providing culturally responsive programs and services. Therefore, we encourage responses from people of diverse backgrounds and abilities.
ADAA Accommodations: CDHS 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
This position is open to current Colorado residents only.
Please note: This recruitment may be used to fill multiple vacancies (Including both part and full-time positions).
Most State of Colorado employees are eligible for a great benefit package! Please see the Supplemental Information section below for details!
About the Division of Youth Services: The Division of Youth Services (DYS) provides a continuum of residential and non-residential services that encompass juvenile detention, commitment, and parole. DYS is the agency statutorily mandated to provide for the care and supervision of youth committed by the District Court to the custody of the Colorado Department of Human Services. The Division operates fifteen secure facilities that serve youth between the ages of 10 and 21, who are pre-adjudicated, sentenced, or committed. The Division also contracts with numerous private residential and non-residential service providers throughout the State. For pre-adjudicated youth, the Division is also responsible for the management and oversight of Colorado Youth Detention Continuum, a State-funded, locally administered program that provides services to youth at risk of further progressing into the juvenile justice system. In addition to residential programming, the Division administers juvenile parole services throughout the State.
We invite you to explore the DYS website and learn about the services provided to youth, families, and local communities in the State of Colorado at: https://www.colorado.gov/cdhs/dys
Opt in below to receive text message updates on CDHS recruiting events!
CDHSCareers
Description Of Job
About the Position:
This position provides basic clerical support for the facility and performs the administrative duties required of an administrative assistant. This position is also the facility receptionist. This position ensures facility administrative services operate efficiently and operationally. The position collects information to prepare reports, prepares correspondence, receives visitors, schedules meetings, maintain databases. Open, sort, and distribute incoming correspondence and packages. File and receive documents, records, and reports. Greet visitors and determine whether they should be given access to specific individuals. Receive and store the office supplies. The position will maintain databases, computer troubleshooting.
Primary Job Duties.
Office Operations & Support. Performs clerical functions including preparing correspondence, arranging conference/video/webinar calls, and schedules meetings. Prepares statistical reports, handles information requests, prepares invoices, memos, letters and other documents. Prepares spreadsheets, databases and presentations. Provides clerical support requested by the Facility Director, Assistant Director, and other staff members as designated by the Facility Director. Position functions as computer liaison with Zebulon Pike YSC staff to offer support and help with software issues. Contact for general office concerns. Distributes supplies, maintains supply inventory and submitting requests for additional supplies when needed. Tracks and distributes outgoing and incoming mail, monitoring for unusual mail. As receptionist this position greets visitors. Creates and maintains confidential employee personnel, timekeeping other filing systems. Coordinates all aspects of the day-to-day facility administrative activities. Manages scheduling for and maintains multiple facility calendars. Primary contact for background checks for volunteers, interns, and contractors. Responsible for new staff badges and replacement staff badges. Gives instructions on the background process to those who need to complete the background process before being allowed to meet with youth.
Facility and Vehicle Maintenance Management. Troubleshoots problems for office equipment (copier machines, computers, phone systems, etc.) contacting vendors to submit supply or repair requests. Maintain facility vehicles. Looks up monthly vehicle mileage and submit to the Division of Facilities Management database, CARS. Make sure vehicles are clean and necessary equipment in them. Maintain log, request routine maintenance and manage emergency repairs to vehicles. Arrange to get vehicles to the servicer and determine that work was completed.
Facility News and Bulletin Board Communications. Generates monthly facility news by gathering information from facility administration, supervisors, EAC committee and other sources to write, design and report out. Creates, designs, and updates bulletin boards throughout the facility monthly.
Other Duties as Assigned. Other duties as assigned.
Experience Only
Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights
- Three (3) years of relevant experience in an occupation related to the work assigned to this position
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
- Full Background. CDHS employees (all Direct contact with vulnerable persons): CBI name check and fingerprint check, ICON Colorado court database, Medicare fraud database, Reference Checks, Professional License verification (licensure requirements), Drug Screen, PREA (Division of Youth Services), Trails check (direct contact with children), CAPS (direct contact with adults – Mental Health Institutes, Regional Centers, Veterans Community Living Centers).
- Pre-employment Physical/Tests
- Must possess a valid, unrestricted U.S. Driver's License.
- Be a minimum of 21 years of age, with no felony convictions or history of domestic violence
- Shifts Work - Subject to assigned shifts
- Travel - Transportation of youth in state vehicles travel to assigned training and/or alternate work sites.
- Continued employment is contingent upon successful completion of the DYS Pre-service Training Academy, Field Training Program (FTO), and mandatory annual training in all subject areas.
- Be a minimum of 21 years of age, with no felony convictions or history of domestic violence.
- Former State employees who were disciplinarily terminated or resigned in lieu of termination must (1) disclose that information on the application (2) provide an explanation why the prior termination or resignation should not disqualify the applicant from the current position, (3) provide the employee number from the applicant’s 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 CDHS.
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
How To Apply
Need help with your application? Click here.
The Assessment Process
For additional recruiting questions, please contact araceli.diaz@state.co.us.
About Us
If your goal is to build a career that makes a difference, consider joining the dedicated people of the Colorado Department of Human Services (CDHS). Our professionals strive to design and deliver high quality human and health services that improve the safety, independence, and well-being of the people of Colorado. In addition to a great location and rewarding and meaningful work, we offer:
- Strong, secure, yet flexible retirement benefits including a PERA Defined Benefit Plan or PERA Defined Contribution Plan www.copera.org plus 401(k) and 457 plans
- Medical and dental health plans
- Employer supplemented Health Savings Account
- Paid life insurance
- Short- and long-term disability coverage
- 11 paid holidays per year plus vacation and sick leave
- BenefitHub state employee discount program
- Employee Wellness program MotivateMe
- Excellent work-life programs, such as flexible schedules, training and more
- Remote work arrangements for eligible positions
- Some positions may qualify for the Public Service Loan Forgiveness Program. For more
Our Values
We believe in a people-first approach: To serve the people of Colorado, we develop a culture and work environment that creates an energized, inspired, and healthy team capable of giving their best to Coloradans.
Balance creates quality of life: We want our team to be resilient through a supportive workplace that values flexibility, health and wellness, and employee engagement.
We hold ourselves accountable: We take responsibility through our actions, programs, and results for the state of health and human services in Colorado.
Transparency matters: We are open and honest with employees, our partners, the Coloradans we serve, and the public.
We are ethical: We abide by what is best for those we serve by doing what is right, not what is easy.
Collaboration helps us rise together: We work together with all partners, employees, and clients to achieve the best outcomes for Coloradans.
We are committed to increasing the diversity of our staff and providing culturally responsive programs and services. Therefore, we encourage responses from people of diverse backgrounds and abilities.
ADAA Accommodations: CDHS 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
