Operations Specialist Trainee (Administrator I) - DORA/Executive Director's Office

Hybrid Workplace Arrangement:

Although this position will be designated under the departments 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.

The Executive Directors Office combines the administrative operational and performance functions of DORA divisions. It manages special projects and initiatives that work to preserve the integrity of the marketplace and promote a fair and competitive business environment in Colorado. The EDO provides leadership and support to 10 distinct divisions including: Public Utilities Commission Utility Consumer Advocate Division of Conservation Division of Insurance Division of Professions and Occupations Division of CIvil Rights Division of Real Estate Division of Banking Division of Financial Services and Division of Securities.

The DORA Operations Unit manages department building and customer operations for the department including Business Technology and Innovation Data Governance Process Improvement Workforce Operations and Development Data Measurement and Reporting Operational Performance and Organizational Development EDI Program Support DORA Welcome Center the Citizens Advocate Office Building Management Liaison; Safety Security and Continuity Coordination; Space Utilization and Renovation Projects; and ED Employee Events.

This position serves as an Operations Specialist in the areas of Business Technology Support Data and Special Projects.Duties and responsibilities will be performed in a learning capacity under the training close guidance and supervision of the Manager of Operations/designee. Duties and responsibilities include but are not limited to: Business Technology and Application Support; Data Measurement Analysis Reporting; administering various special projects with sound business practices as assigned by the supervisor/manager.

1. Business Technology and Applications Support - 35%

Under direction of the supervisor and in a learning capacity this position applies established procedures and supports the functionality and administration of the business technology applications and equipment in the department including but not limited to: the department phone system (i.e. Cisco Webex); the welcome center chat function kiosk computers Smart Boards; survey tools (e.g. Survey Monkey); department-wide appointment application (e.g Doodle); and audio/visual equipment and platforms (e.g. Zoom) used for webinars/streaming events training and orientations. Duties include but are not limited to:

1. Assist in the administration and support of business technology applications including ensuring consistent functionality of the departments phone system (e.g. Cisco Webex) welcome center chat kiosk computers and Smart Boards.

2. Maintain and troubleshoot survey tools (e.g. Survey Monkey) to facilitate department data collection and feedback processes ensuring accessibility and functionality for all users.

3. Set up and support audio/visual equipment and platforms (e.g. Zoom) for webinars streaming events training sessions and orientations ensuring smooth and reliable delivery.

4. Provide technical assistance to department staff in the use of business technology applications and equipment addressing issues promptly to minimize downtime.

5. Collaborate with the supervisor to update and maintain DORA intranet sites and resources adhering to department guidelines and incorporating requested changes as directed.

6. Monitor department technology resources for functionality and security identifying potential issues and reporting them to the Operations Supervisor for resolution.

7. Conduct regular testing and maintenance on the departments technology applications and equipment including the welcome center kiosk computers Smart Boards in the Welcome Center and Conference Center (and other department managed spaces) to ensure efficient and effective operation.

8. Document processes and troubleshooting steps for department technology application and equipment creating accessible resources for staff reference and training.

9. May provide backup support to other systems (e.g. Learning Management System) and assist with technology projects as requested.

1. Data Measurement Analysis and Reporting - 35%

Under direction of the supervisor and in a learning capacity the position conducts measurements tracking data collection and analysis and reporting related to unit and department functions including advocacy the Welcome Center department monthly reports and any other measurement and reports as directed by the Supervisor. Duties include but are not limited to:

1. Assist in conducting data validation by reviewing and verifying the accuracy completeness and consistency of collected data.

2. Identify and correct errors or inconsistencies in datasets apply established validation protocols and collaborate with team members to ensure high-quality reliable data that supports accurate reporting and analysis.

3. Communicate findings and recommend adjustments to data collection methods as needed to enhance data integrity and align with departmental standards and objectives.

4. Work collaboratively with the supervisor and Data Operations Lead to discuss identify and develop lead and lag measures that support the accomplishment of DORAs WIGs and performance plan goals.

5. Review and analyze data to help identify performance gaps and opportunities for enhancement to set meaningful and measurable goals aligned with departmental objectives.

6. Assists in overall unit responsibilities related to data analysis reporting and visualization including supporting data-driven decision making and implementing data integrity measures.

1. Special Projects - 30%

Under direction of the supervisor and in a learning capacity this position works towards managing and completing various special projects with sound business practices as assigned by the Manager of Operations and/or Chief Administrative Officer. This includes:

1. Conducting extensive and specialized research and/or studies;

2. Compiling and reporting data;

3. Project management and implementation;

4. Drafting and presenting notes summaries of actions items and recommendations to the supervisor/manager.

5. May contribute to special projects support and/ or collaborate with other Operations program areas on an as needed basis.

6. Special projects areas may include but are not limited to the following areas: Employee Events (e.g. CCC employee recognition events etc); Learning Management Systems (LMS) Administration; Records Administration; Safety Security and Continuity Coordination; Organizational Development; etc. The position crosstrains to provide backup assistance and customer service in the absence of other Operations team members as needed. Assistance with employee events may include set-up/tear-down decoration and facilitation.

7. Participate on various committees training events special projects and focus groups including activities to maintain current knowledge of developments in the relevant subject area. Represent the department on various standing or ad hoc committees. Other duties as assigned.

Note: Job duty percentages are approximate and subject to change. Duties and responsibilities outlined are essential functions of the position.

MINIMUM QUALIFICATIONS (MQs):

There are three ways to qualify for this position: 1) Experience 2) Education OR 3) A Combination of Education and Experience

Option 1: Experience

• Four (4) years of full-time professional* work experience that consists of at least three of the following four areas:

  • Business application support (e.g. helping customers troubleshoot problems resetting passwords setting up new accounts creating help guides for applications etc)

  • Conducting data verification reporting and analysis using Excel;

  • Assisting with project management including organizing project information and monitoring project deadlines to ensure deliverables are met;

  • Working with and maintaining positive relationships with a broad range of stakeholders.

Option 2: Education

• Graduation from an accredited college or university with a bachelors degree in business administration data analysis public administration business management project management or a field of study related to the work assignment.

Option 3: A Combination of EducationANDExperience

• Graduation from an accredited college or university with a bachelors degree in business administration data analysis public administration business management project management or a field of study related to the work assignment.; AND

• Two (2) years of full-time professional* work experience that consists of at least three of the following four areas:

  • Business application support (e.g. helping customers troubleshoot problems resetting passwords setting up new accounts creating help guides for applications etc)

  • Conducting data verification reporting and analysis using Excel;

  • Assisting with project management including organizing project information and monitoring project deadlines to ensure deliverables are met;

  • Working with and maintaining positive relationships with a broad range of co-workers and customers.

SUBSTITUTIONS:A masters or doctorate degree from an accredited college or university in business administration data analysis public administration business management project management or a field of study related to the work assignment will be substituted for the bachelors degree requirement. Partial credit toward the degree requirement will be given for completed college/university coursework that did not result in a degree.

*Professional work involves exercising discretion analytical skill judgment and personal accountability and responsibility for creating developing integrating applying and sharing an organized body of knowledge that characteristically is: uniquely acquired through an intense education or training regimen at a recognized college or university; equivalent to the curriculum requirements for a bachelors or higher degree with major study in or pertinent to the specialized field; and continuously studied to explore extend and use additional discoveries interpretations and application and to improve data materials equipment applications and methods.

Document this experience in your applicationIN DETAIL as your experience will not be inferred or assumed. Part-time experience will be prorated.

Preferred Qualifications/Competencies:

• Experience working with process improvement and change management;

• Experience working with executive-level leadership providing support and assistance;

• Experience working with systems and software platforms including implementing and maintaining new systems/software/applications;

• Experience explaining and giving guidance on complex and technical information about systems and/or databases to diverse stakeholders;

• Experience writing and communications through multiple channels including websites social media print communication partner communication eMarketing communication and more;

• Experience successfully working with confidential and sensitive information including PII (personally identifiable information);

• Experience conducting/leading process improvement initiatives;

• Experience coordinating timely completion of data project deliverables with coworkers and customers.

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):

• Effective interpersonal and relationship-building skills;

• Demonstrated communication skills with both internal stakeholders and vendors;

• Strong time management and organizational skills;

• Demonstrated communication skills (oral and written) including the ability to communicate effectively to a diverse audience in a clear accurate and concise manner;

• Critical thinking and analysis skills and the ability to analyze and reconcile information;

• Demonstrated attention to detail in order to ensure accuracy thoroughness and consistency of work product generated in the work unit;

• Ability to analyze and compile data into clear concise reports graphs charts maps infographics visuals etc.

• Customer service skills including the ability to meet all requests to the satisfaction of internal and external customers vendors and stakeholders;

• Project management skills including the ability to prioritize and maintain competing needs and interests;

• Dependability and reliability as regular and consistent work attendance is expected;

• Ability to accept and apply constructive criticism take ownership of mistakes and improve from them;

• Troubleshooting skills including the ability to follow testing methods on system issues;

• Demonstrated ability to meet hard deadlines work with minimum supervision and maintain a focus on priorities in an environment of constant change;

• Understanding of rules and the ability to read policies in order to ensure compliance;

• Ability to handle sensitive and/or highly confidential information in a professional and ethical manner and in accordance with state and federal laws;

• Demonstrated ability to understand and abide by workplace principles practices and behaviors as internally identified and defined by the department;

• Flexibility and adaptability with regard to change management including the ability to adhere to changes in work processes adapt to changing priorities and maintain a willingness to comply with and support organizational change(s);

• Self-motivated self-directed reliable and accountable;

• Demonstrated ability to multi-task and adapt to multiple demands;

• Professional demeanor;

• Proficiency in the use of PC software applications including Microsoft Office (Access Word Excel etc.) and Google Suite.

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.

PLEASE READ - Required Application Materials

Interested individuals must submit the following online:

1.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 rsum see attachment or see addendum statements will not be accepted in lieu of a completed application form.

2.A current email addresson your application as all communication pertaining to this position will be conducted via email. Please set up your email to accept messages from and @ addresses and check your email often. Note: The department cannot guarantee the successful delivery of email including incorrect filtering into junk mail folders.

3.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:

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 strives to create a Colorado for All by building and maintaining workplaces that value and respect all Coloradans through a commitment to equal opportunity and hiring based on merit and fitness.

The State is resolute in non-discriminatory practices in everything we do including hiring employment and advancement opportunities.

Veterans Preference:Candidates who wish to assert Veterans Preference should attach a copy of theirDD-214to 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.

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 Rachael Alkayali at or call .

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 () 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 departments action.

For more information about the appeals process the official appeal form and how to deliver it to the State Personnel Board; go to; contact the State Personnel Board for assistance at ; or refer to 4 Colorado Code of Regulations (CCR) 801-1 State Personnel Board Rules and Personnel Directors Administrative Procedures Chapter 8 Resolution of Appeals and Disputes atunder Rules.