CDOC Administrative Assistant III - Denver Clinical

This position is only open to Colorado state residents and is located at the Denver Complex. The resulting eligibility list may be used to fill future vacancies at this location.

About the Role

This position supports state government operations by providing administrative assistance, ensuring effective communication, and maintaining accurate records. The role involves interacting with customers, coworkers, supervisors, and other stakeholders while handling confidential information in a secure and professional manner.

Responsibilities

• Receive and screen inquiries, ensuring timely responses and follow-up.
• Research information to resolve problems or concerns when solutions are unclear.
• Instruct customers on completing forms and documents.
• Distribute mail and schedule meetings and administrative appointments.
• Take, transcribe, and distribute meeting minutes as requested.
• Maintain clear and concise communication with customers, coworkers, supervisors, and appointing authority.
• Create, compile, and maintain employee personnel files while ensuring confidentiality.
• File all documentation into electronic personnel files.
• Create, maintain, and track data using appropriate software.
• Verify adequate releases, gather information, and monitor file reviews as requested by employees, supervisors, investigators, and attorneys.
• Scan and upload release documents into current files.
• Provide accurate employment verification details (e.g., dates, salary, job titles) to approved stakeholders.
• Utilize Microsoft Word, Access, Excel, PowerPoint, DCIS, PCDCIS, and other programs to enter, track, and retrieve data.
• Distribute information via mail, email, and fax to appropriate parties.
• Establish, maintain, and update office record-keeping systems, tickler files, forms, internal logs, and reminder notices.
• Draft, prepare, edit, and publish correspondence, documents, reports, and other materials from written or verbal instructions.
• Design and revise documents, including handouts, flyers, instructions, and manuals.
• Perform other duties as assigned.

Requirements

• Three (3) years of relevant experience in an occupation related to the work assigned, including general clerical duties such as:
  • Accurate and timely completion and processing of documents and information.
  • Data entry, printing, scanning, and copying.
  • Scheduling, meeting logistics, and equipment arrangements.
  • Reception, intake, record-keeping, filing, and maintenance.
  • Answering multiline phones and relaying messages.
  • General administrative tasks in an office support environment.
• A combination of related education and/or relevant experience totaling three (3) years may substitute for the experience requirement.
• Must be a resident of the State of Colorado at the time of application submission.
• Must possess a high school diploma or GED.
• Must be at least 21 years of age.
• Must possess a valid driver’s license and maintain a safe driving record consistent with Colorado Division of Human Resources Universal Policy Driving Standards.
• Must consent to a medical screening certifying the ability to perform essential job functions.
• Former State employees who were disciplinarily terminated or resigned in lieu of termination must disclose prior separation details on the application.

Skills

• Self-control and ability to work in stressful, potentially high-stakes situations.
• Ability to remain alert, emotionally stable, and mentally resilient under pressure.
• Tolerance to stress, confinement, and high-stakes interactions.
• Proficiency in reading, comprehending, and communicating fluently in English (verbally and in writing).
• Ability to create accessible documents following plain language guidelines.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint) and other position-related office technologies.
• Ability to work directly with offenders in a prison environment.
• Exceptional interpersonal and customer service skills.
• Strong written and oral communication skills.
• Efficient data management, input, and tracking.
• Ability to multitask and demonstrate flexibility.
• Impeccable organizational, planning, and prioritization skills.
• Precise attention to detail.

Preferred Qualifications

• Experience proofreading, 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.

Benefits

• Distinctive career advancement opportunities throughout the state system.
• Strong, secure, and flexible retirement benefits, including:
  • PERA Defined Benefit Plan or PERA Defined Contribution Plan.
  • 401K and 457 plans (Correctional Officers I-IV qualify as "Safety Officers" and are eligible for increased PERA benefits).
• 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, and training opportunities.

Compensation is on a bi-weekly pay cycle. Employees rehired or reinstated within six months of separation will return at their previous pay rate or based on time in the class series, whichever is higher. Those rehired after six months will be calculated using the same formula as new hires.