CDOC ONLY - Transparency Posting - Administrative Assistant III - (Reinstatement Only).

About the role

This job announcement is for transparency purposes only. This position will be filled with a reinstatement.

Responsibilities

• 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/distributes meeting minutes as requested;
• Ensures clear and concise communication with customers, co-workers, supervisors, and appointing authority;
• Create, compile and build employee personnel files. Maintain confidentiality of information. File all documentation into electronic personnel files;
• Position creates, maintains and tracks data using appropriate software;
• Verify adequate releases, gather information, monitor the review of files as requested by employees, supervisors, investigators, and attorneys;
• Scan and upload release documents into current files;
• Provide accurate information to approved stakeholders as it relates to employment verifications, employment dates, salary and work titles;
• Utilizes Microsoft Word, Access, Excel, Power Point, 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;
• Drafts, prepares, edits, and publishes documents, flyers, instructions, manuals, etc.;
• Other duties as assigned.

Qualifications

This posting is for transparency purposes only.

Required Competencies

• Self-control, a strong sense of ability to work in stressful, potentially violent situations;
• Ability to remain alert, emotionally stable, and mentally resilient under pressure and observant throughout their shift;
• 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 that follows plain language guidelines with accessibility in mind;
• Established proficiency in position-related office technologies, especially Microsoft Office (Word, Excel and PowerPoint);
• Ability to work directly with offenders in a prison environment;
• Exceptional interpersonal/customer service skills;
• Excellent written and oral communication skills;
• Efficient management/input of data and tracking;
• Strong ability to multi-task and demonstrate flexibility;
• Impeccable organizational, planning and prioritizing skills;
• Precise attention to details.

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.
• Applicant must consent to hold harmless CDOC and its agents and staff from any liability arising in whole or in part from the testing and the use of this information in connection with CDOC’s consideration of application for employment.
• Must be 21 years of age.
• Must possess a valid driver’s license.
• Drivers must maintain a valid, non-restricted Colorado driver’s license, obey traffic laws, and be able to safely operate a motor vehicle.
• State drivers are expected to maintain a safe driving record consistent with Colorado Division of Human Resources Universal Policy Driving Standards.
• 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.
• Must have NO felony convictions, to include any actions defined in 5 U.S.C. 301; U.S.C. 509, 510; 42 U.S.C. 15601-15609.
• The CDOC shall not hire nor promote anyone who may have contact with an offender who has engaged in sexual abuse which includes acts, activity, and sexual behavior, in a prison or other institution as defined in 42 U.S.C. 1997; or has been convicted of engaging or attempting to engage in sexual activity in the community facilitated by force, overt or implied threats of force or coercion, or if the victim did not consent or was unable to consent or refuse.