Operations Manager (Technician V): DORA/Division of Real Estate - Statewide Promotion.

Department Information

Hybrid Workplace Arrangement

Although this position will be designated under the department’s hybrid workplace program, it will still be required to report to the department office on a scheduled basis and at the discretion of the supervisor, based on business need.

This announcement may be used to fill multiple vacancies.

The Department of Regulatory Agencies (DORA) is dedicated to preserving the integrity of the marketplace and is committed to promoting a fair and competitive business environment in Colorado.

Consumer protection is our mission.

DORA values and promotes diversity, supporting a workplace that is inclusive of people from different backgrounds and experiences; creating an environment that is reflective of our communities; promoting positive relationships; and putting forth unique perspectives to fulfill our mission.

• Employer-sponsored RTD EcoPass, with offices located at Civic Center Plaza, above the RTD Civic Center station and just a few blocks from RTD light rail.
• Extensive work-life programs such as flexible schedules, training and professional development opportunities on a wide variety of subjects, and more!
• Employee wellness programs, including the Colorado State Employee Assistance Program (CSEAP), which provides free, confidential counseling services.
• Bike-to-work programs, including access to storage lockers and bike racks.
• 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 Insurance for employees and optional coverage for their dependents.
• Life Insurance for employees, and optional coverage for their dependents.
• Paid Time Off, including 11 paid holidays.
• Short- and long-term disability coverage.
• Tuition assistance program.
  
  

Check out our excellent benefits package!

Description Of Job

The Division of Real Estate protects the consumer through the licensing, regulation and enforcement of licensed real estate professionals. We aspire to create a balance between consumer protection and promoting a fair and competitive business environment. We accomplish this balance by providing a collaborative approach to regulation that is open, simple and user-friendly.

The Operations unit is responsible for answering incoming consumer and licensing inquiries, contract management, budgeting, fiscal management, planning and operational support. The unit works with other units within the Division to accomplish day-to-day tasks and achieve broader Division and Department goals.

Position : SIA 97653

The position directs the fiscal and operational activities of the Division, including supervising administrative staff. The position creates policies and procedures for cash management at the Division level to ensure compliance with Department and State fiscal rules and provides training on the same. The position manages staff who respond to telephone and written consumer inquiries, and assist with the review and approval applications for licensure. The position creates travel, official function, and training budgets for the Division. The position manages employee and board travel requests and reimbursements and ensures compliance with Department and state fiscal rules. The position tracks and forecasts Division spending and budgets, including for the three licensing programs. The position negotiates contracts on behalf of the Division, including developing the scope of work requirements for vendors. The position plans and manages any modifications made to the Division workspace for current and future Division resources and space needs. The position oversees supply orders and manages the capital outlay process for the Division.

Duties Include, But Are Not Limited To

• Monitoring division program fund lines, including gathering licensing statistics, tracking real estate trends, and ensuring future fees cover program expenses;
• Assisting management with projecting future fiscal year budget needs, preparing budget narratives and related workload statistics;
• Developing, negotiating, and managing the division’s contracts, including operations needs and outside vendors, technology, infrastructure, expert services, insurance, and examination needs to ensure that division contracts are executed timely, are legally defensible, and are undertaken with procurement requirements associated with new or proposed legislation;
• Evaluating existing space constraints and identifying solutions that will contribute to a more positive and productive work environment, including providing recommendations on potential reconfigurations of the existing workspace, acquisition of additional space and/or resources, and planning workspace sharing and telecommuting;
• Overseeing the division’s call center, eRodney program, and Welcome Center, ensuring adequate staffing, developing policies and procedures for call center functions, developing eRodney response templates, and accounting and cash management functions consistent with Department and state policies and rules;
• Ensuring board and commission travel requests and reimbursements are processed according to state fiscal rules.
  
  

MINIMUM QUALIFICATIONS (MQs)

Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights

There are two ways to qualify for this position: 1) Experience OR 2) A Combination of Education and Experience

Option 1: Experience

• Five (5) years of experience providing high-level technical* operations management functions, office management, and/or program administration, which must include at least two (2) of the following three (3) areas:
• Experience managing and effectively prioritizing multiple projects, including guiding and directing workflow; allocating resources and determining the scope of the project(s); documenting processes and operations; managing resources;
• Fiscal services/support and/or budget management experience, including reviewing budgeting and accounting reports to maintain expenditure controls;
• Developing and reviewing documents, prepared in coordination with others, ensuring compliance with rules, regulations, and laws.
• The five (5) years of technical* experience must include one (1) year of experience as either a unit supervisor** or as a team or work leader, partially accountable for the work product of other team members, including disseminating work and monitoring progress.
  

Option 2: A Combination of Education AND Experience

• Associate’s Degree and Experience: Graduation from an accredited college or university with an associate’s degree in accounting, business, business administration, criminal justice, psychology, public administration, or a field of study related to the work assignment; AND
• Three (3) years of experience providing high-level technical* operations management functions, office management, and/or program administration, which must include at least two (2) of the following three (3) areas:
• Experience managing and effectively prioritizing multiple projects, including guiding and directing workflow; allocating resources and determining the scope of the project(s); documenting processes and operations; managing resources;
• Fiscal services/support and/or budget management experience, including reviewing budgeting and accounting reports to maintain expenditure controls;
• Developing and reviewing documents, prepared in coordination with others, ensuring compliance with rules, regulations, and laws.
• The three (3) years of professional* experience must include one (1) year of experience as either a unit supervisor** or as a team or work leader, partially accountable for the work product of other team members, including disseminating work and monitoring progress.
  

OR

• Bachelor’s Degree and Experience : Graduation from an accredited college or university with a bachelor's degree in accounting, business, business administration, criminal justice, psychology, public administration, or a field of study related to the work assignment; AND
• One (1) year of experience providing high-level technical* operations management functions, office management, and/or program administration, which must include at least two (2) of the following three (3) areas:
• Experience managing and effectively prioritizing multiple projects, including guiding and directing workflow; allocating resources and determining the scope of the project(s); documenting processes and operations; managing resources;
• Fiscal services/support and/or budget management experience, including reviewing budgeting and accounting reports to maintain expenditure controls;
• Developing and reviewing documents, prepared in coordination with others, ensuring compliance with rules, regulations, and laws.
• The one (1) year of professional* experience must include one (1) year of experience as either a unit supervisor** or as a team or work leader, partially accountable for the work product of other team members, including disseminating work and monitoring progress.
  

Document this experience in your application IN DETAIL , as your experience will not be inferred or assumed. Part time experience will be prorated.

Substitutions

• Partial credit toward the degree requirement will be given for completed college/university coursework that did not result in a degree. A master's or doctorate degree from an accredited college or university in a field of study related to the work assignment will substitute for the bachelor's degree requirement.
• Technical work is skilled work in the practical application of specialized techniques, procedures, practices, or methods in order to accomplish tasks. This work involves, amongst other duties, assisting an administrator or other professional by applying knowledge of and/or interpreting principles, rules, regulations, policies, precedents, other guidelines, and objectives specific to a program or professional subject area to resolve problems, answer questions and provide information, and/or advise others on technical program issues or matters.
• Formal supervisory experience requires accountability for the quality and quantity of work of employees of the organization; responsibility for making decisions that affect the pay, status and/or tenure of subordinates; and authority in the hiring, performance planning and evaluation and progressive discipline processes.
  
  

Preferred Qualifications

• Demonstrated professional* customer service experience in a call center environment;
• Experience managing, tracking, and organizing information related to contracts, including analyzing and reporting out on data and metrics, current and ongoing trends, potential areas of risk, etc.;
• Experience providing high-level executive office support in a fast-paced, high-volume environment, including managing multiple projects, competing interests, multiple calendars, frequently changing schedules, and acting as a point-of-contact between executives and employees/clients;
• Experience managing programs to budget, accounting, and fiscal rules and requirements;
• Logistics experience, including overseeing inventory control, records management, material handling, customer service, space and resource planning, and transportation/distribution;
• Demonstrated professional contract management experience within a government agency, including developing and managing contracts with vendors;
• Experience working with the Colorado Operations Resource Engine (CORE) and Cobblestone contract management system, or a similar accounting management system;
• Advanced-level Microsoft Office and Google Suite skills, including experience utilizing Microsoft Excel and Pivot Tables;
• Experience developing and implementing new processes, quality improvement processes, and cost-saving measures.
  
  

Required Competencies: The following knowledge, skills, abilities, and personal characteristics are required competencies and may be considered during the selection process (including examination and/or interview):

• Demonstrated written communication skills, including the ability to convey information to various stakeholders in a clear, accurate, and concise written manner;
• Demonstrated verbal communication skills, including the ability to effectively convey information to audiences in a concise manner;
• Demonstrated attention to detail;
• Demonstrated interpersonal skills, including the ability to collaborate with internal and external stakeholders;
• Demonstrated leadership and supervisory skills, including the ability to effectively lead a team, delegate tasks, and cultivate a workplace environment;
• Ability to collaborate with vendors during contract negotiations, especially with those with competing interests;
• Demonstrated critical thinking and analytical skills, including having the ability to evaluate information in order to apply knowledge and to decide on the most appropriate course of action;
• Demonstrated customer service skills, including the ability to use de-escalation techniques to resolve difficult conversations;
• Demonstrated ability in budget management, including the ability to prepare budget narratives and projections, gather related statistics, and track expenditures and revenues;
• Demonstrated ability in contract management, including the ability to develop and negotiate contracts and work with vendors during the procurement process;
• Demonstrated program management skills, including creating policies and procedures to ensure compliance with fiscal rules;
• Demonstrated problem-solving skills, including identifying and troubleshooting issues and implementing solutions to overcome program challenges;
• Demonstrated prioritization skills, including planning, organizing tasks, and managing work assignments;
• Demonstrated time management skills, including the ability to multi-task to effectively manage competing and constantly changing priorities in order to meet tight deadlines;
• Demonstrated ability to understand and abide by workplace principles, practices and
  
  

behaviors as internally identified and defined by the division and department;

• Demonstrated ability to read, understand, interpret, apply, and explain laws, rules,
  
  

policies, and procedures;

• Sound judgment and the confidence to make decisions on a routine basis;
• Ability to travel independently, including work in-office, as required by business needs and scheduled by the supervisor;
• Integrity and high ethical standards;
• Accountability, reliability, including attendance;
• Ability to maintain confidential, controversial, or sensitive information;
• Self-starter, including the ability to work independently, learn new processes, utilize
  
  

own knowledge and that of supervisor, and complete work with minimal supervision;

• Demonstrated professional demeanor;
• Knowledge and understanding in the use of PC software applications including Microsoft Office (Access, Word, Excel, etc.), and Google Suite (Doc’s, Sheets, Slides, etc).
  
  

Conditions of Employment: Candidates who fail to meet the conditions of employment will be removed from consideration.

• The successful passing of a reference check and/or, if required, a background check.
• A reference check may include but is not limited to: contacting previous and current supervisors to verify employment and discuss performance, a review of the personnel file, a review of the performance record, a review of job-related public information,etc.
• The type of background check depends on the job duties of the position, and can include a review of any criminal record, credit report, and/or driving record.
• Ability to travel independently, including work in-office, as required by business need and scheduled by the supervisor.
• Effective September 20, 2021, employees will be required to attest to and verify whether or not they are fully vaccinated for COVID-19. Employees who have not been fully vaccinated may be required to submit to serial testing in the future. Upon hire, new employees will have three (3) business days to provide attestation to their status with proof of vaccination. Vaccinated employees must provide proof of vaccination.
• Note: Fully Vaccinated means two (2) weeks after a second dose in a two-dose series of the COVID-19 vaccine, such as the Pfizer or Moderna vaccine, or two (2) weeks after the single-dose vaccine, such as Johnson & Johnson’s Janssen vaccine, as defined by the most recent State of Colorado’s Public Health Order and current guidance issued by the Colorado Department of Public Health & Environment.
  

Supplemental Information

PLEASE READ - Required Application Materials

Interested individuals must submit the following online:

• A completed State of Colorado Application (log-in to your current NeoGov account or create a NeoGov account to complete the online application). Note: Incomplete applications, including incomplete work history sections or "see résumé," "see attachment," or "see addendum" statements, will not be accepted in lieu of a completed application form.
• A current email address on your application, as all communication pertaining to this position will be conducted via email. Please set up your email to accept messages from info@governmentjobs.com and ‘@state.co.us’ addresses, and check your email often. Note: The department cannot guarantee the successful delivery of email, including incorrect filtering into junk mail folders.
• A detailed cover letter , explaining how you meet the required competencies and how your accomplishments, qualifications, skills, areas of expertise, personal characteristics, etc. make you a good fit for this position; you may also attach additional documents that demonstrate this.
  
  

Comparative Analysis Process: Structured Application Review

Part of, if not the entire, comparative analysis process for this position will involve a review of the information you submit in your application materials; Therefore, it is paramount that in the experience portion of your application and cover letter, you describe the extent to which you possess the education, experience, and competencies outlined in the job announcement as well as the required and/or preferred qualifications/competencies. You are also encouraged to attach additional documents to that effect. Failure to include adequate information or follow instructions may affect your score and prevent you from competing in subsequent measures used to arrive at a top group of applicants.

Part of the comparative analysis process and/or the interview process may be conducted through remote video conferencing (i.e. Google Meet, Zoom, etc.)

Veterans’ Preference : Candidates who wish to assert Veterans’ Preference should attach a copy of their DD214 to their application. Failure to do so will result in being denied Veterans Preference.

PLEASE NOTE: Former State Personnel System employees who were disciplinarily terminated or resigned in lieu of termination must disclose this information on the application. Colorado Revised Statutes require that all state employees be hired and promoted through competitive examination of merit and fitness. Failure to include the required information, failure to follow instructions, and/or failure to submit materials by the application deadline may result in your application not being considered for the position and may affect your score or inclusion in the final pool of qualified candidates.

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.

ADAAA Accommodations : DORA 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, at dora_adacoordinator@state.co.us .

Check out our excellent benefits package!

THIS ANNOUNCEMENT MAY BE USED TO FILL MULTIPLE VACANCIES

While a salary range is posted for this position, an eventual salary offer is determined by a comprehensive salary analysis, which considers multiple factors including but not limited to education and experience compared to others in the organization doing substantially similar work.

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, US Mail, faxed or hand-delivered within ten (10) calendar days from your receipt of notice or acknowledgment 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 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.