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

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, and distributes meeting minutes as requested;
• Ensures clear and concise communication with customers, co-workers, supervisors, and appointing authority;
• Creates, compiles, and builds employee personnel files while maintaining confidentiality of information; files all documentation into electronic personnel files;
• Creates, maintains, and tracks data using appropriate software;
• Verifies adequate releases, gathers information, and monitors the review of files as requested by employees, supervisors, investigators, and attorneys;
• Scans and uploads release documents into current files;
• Provides accurate information to approved stakeholders as it relates to employment verifications, employment dates, salary, and work titles;
• Utilizes Microsoft Word, Access, Excel, PowerPoint, 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.

Requirements

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

• Minimum Qualifications: Three (3) years of relevant experience in an occupation related to the work assigned to this position. General clerical duties may include:
  • The accurate and timely completion and processing of documents and information;
  • Data entry, printing, scanning, and making copies;
  • Scheduling, accepting reservations or registrations, arranging meeting logistics and equipment;
  • Reception and intake, record keeping, filing and maintenance;
  • Answering multiline phones and relaying messages;
  • General administrative tasks in an office support environment.
• 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.
• Ensure that the “Work Experience” section of the application is complete and contains all relevant work experience related to the position.

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 interaction;
• 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 following plain language guidelines with accessibility in mind;
• Proficiency in Microsoft Office (Word, Excel, and PowerPoint);
• Ability to work directly with offenders in a prison environment;
• Exceptional interpersonal and customer service skills;
• Excellent written and oral communication skills;
• Efficient data management and tracking;
• Strong ability to multi-task and demonstrate flexibility;
• Impeccable organizational, planning, and prioritizing skills;
• Precise attention to detail.

Preferred Qualifications

• 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.

Benefits

• 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 (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, training opportunities, and more.

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;
• Must be 21 years of age;
• Possess a valid driver’s license (drivers must maintain a valid, non-restricted Colorado driver’s license);
• Eligibility to drive a State-owned vehicle includes holding a valid Colorado driver’s license within 30 days of employment or residency change and meeting specific driving record criteria;
• Possess a high school diploma or GED;
• Former State employees who were disciplinarily terminated or resigned in lieu of termination must disclose the details of the prior termination or resignation on the application.