Administrative Assistant III - Colorado Springs
Administrative Assistant III - Colorado Springs
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$ 50856 - 66955
1 Vacancy
Job Description
Department Information
THIS POSITION IS OPEN TO CURRENT RESIDENTS OF COLORADO ONLY
THIS ANNOUNCEMENT WILL REMAIN OPEN UNTIL 5:00 PM ON WEDNESDAY SEPTEMBER 3RD 2025
Although hybrid work options are available the position will be required to report to the office two (2) days per week and at the discretion of the supervisor and according to business need.
The Department of Labor and Employment keeps Colorado strong and competitive. We connect workers with great jobs and assist those who have been injured on the job. We help people who are unemployed through no fault of their own by providing temporary wage replacement and we ensure fair labor practices. We provide an up-to-date and accurate picture of the economy that helps in decision making. And we protect the workplace and Colorado communities with a variety of consumer protection and safety programs.
This is a values-driven organization committed to accountability agility collaboration and respect.
We believe in outstanding customer service an inclusive culture continued process improvement and in our role as a trusted and strategic partner. Recognizing that knowledgeable employees drive our success we are seeking dedicated individuals who exhibit our shared values and our passion for quality and excellence in all we do.
In addition to rewarding and meaningful work we offer excellent benefits:- Strong secure yet flexible retirement benefits including a PERADefined Benefit Plan or PERA Defined Contribution Plan plus 401(k) and 457 plans
- Medical and dental health plans
- Employer supplemented Health Savings Account
- Paid life insurance
- Short- and long-term disability coverage
- 11 paid holidays per year plus vacation and sick leave
- BenefitHub state employee discount program
- MotivateMe employee wellness program
- Excellent work-life programs such as flexible schedules training and more
- Access to participate in employer-supported employee affinity spaces
- RTD Eco-Pass Commuter Program
- Some positions may qualify for the Public Service Loan Forgiveness Program. For more information go to agency website: Colorado Department of Labor and Employment
CDLE has implemented a pilot program on March 1st 2022 which will award Disability Hiring Preference Points similar to the Veterans Preference Points program. During your application process you will be asked if you would like to be considered for either of these programs for additional points in the hiring process. To learn more about Disability Hiring Preference and what will be required to participate please visit our website:
PLEASE NOTE: With the beginning of this program CDLE will no longer accept attachments of any kind with applications. Please be as thorough as possible in documenting your education and work history in the application system. Attachments will not be accepted or considered during any phase of the hiring process including minimum qualification screening comparative analysis or interviews
Description of Job
Classification: Administrative Assistant III (G3A4XX)
Salary Range:HOURLY$24.45 - $32.19BIWEEKLY$1956.00 - $2575.22MONTHLY$4238.00 - $5579.64ANNUALLY$50856.00 - $66955.68
The Division of Vocational Rehabilitation (DVR) helps individuals with disabilities prepare for and secure employment. We help them take their rightful place in the workforce and in the community.
The work unit exists to assist persons with disabilities who experience barriers to employment or independent living to attain a level of functioning that will enable them to enter re-enter or maintain employment and enhance skills necessary for living independently.
This position exists to provide administrative support and reception services in person and by phone assuring effective efficient communication document management and excellent customer service to people we serve (PWS) staff service providers employers and others in the community who come in contact with DVR. This position will ensure that procurement procedures are followed and confidentiality of information is maintained.Duties
Administrative Support
Provides administrative support to DVR staff by creating designing developing and revising various office procedures forms and storage of documents that include correspondence authorizations and accounting forms and applying business knowledge and expertise to assure quality output. This position uses Microsoft Office programs and web-based applications on a personal computer accesses the current state electronic applications for PWS information financial data and other electronic data. This position requests and tracks the receipt of confidential medical records reports from people we serve vendor reports and other protected information. Uses office equipment to perform daily functions including calculator telephone copier/fax/printer and postage meter. Creates and maintains service records by labeling filing organizing and following standard file organization format as well as assuring the security of confidential information. Ensures that any information stored electronically complies with departmental policies and procedures for handling electronic information. Assists counselors to track the progress of people we serve through the application and eligibility processes and notifies counselors regarding timeline actions needed for policy compliance. Complies with all safety requirements acting on any safety issue immediately to ensure the safety of people we serve and office staff. Assist with providing documents in alternative formats (e.g. Braille large print foreign language etc.). May serve as timekeeper for unit(s).
Receptionist
Greets visitors and people we serve in person and by phone as applicable determining appropriate method of communication obtains sufficient information to assign applicants to proper counselor. Enter referral data into electronic case management referral module. Provides information regarding DVR services and rehabilitation process to potential applicants and sends application documents/materials to PWS to facilitate the process and may schedule appointments for the intake with the rehabilitation counselor. Provides information about DVR to community agencies individuals vendors or others seeking general information about DVR. Refers people we serve to appropriate sources of assistance such as rehabilitation counselor Supervisor I Regional Manager or other appropriate community resources. Orders and issues bus passes to PWS with counselor approval and maintains bus pass log order and issue records. Designs and updates procedures for monitoring employee whereabouts and absences to accurately advise people on estimated call back time from counselors and decide on appropriate course of action needed in absence of counselor. May open date-stamp and distribute incoming mall; assure correct postage amount is metered on outgoing mail: monitor use of postage meter and/or use of stamps; receive equipment for PWS that has been delivered to the office by verifying items on packing slip and preparing equipment receipt and securing equipment in a locked location until issued or delivered to counselors in other office locations; record and prepare documents for pick up by PWS or mail; assist counselors with preparation of mass mailing letters; assist people we serve with lobby computers (if available).
Customer Service
Greets visitors and people we serve in person and by phone as applicable determining appropriate method of communication obtains sufficient information to direct applicants to proper counselor. Enter referral and/or application data into electronic case management system. Provides information regarding DVR services and the rehabilitation process as well as application/documents/materials to potential applicants and PWS to facilitate the process and may schedule appointments for the intake with the rehabilitation counselor. Provides information about DVR to community agencies individuals vendors or others seeking general information about DVR. Refers people we serve to appropriate sources of assistance such as rehabilitation counselor Supervisor I Regional Manager or other appropriate community resources. May order and issue bus passes to PWS with counselor approval and may maintain tracking record. Accurately advises people on counselor availability and strives to address needs. May open date-stamp and distribute incoming mail; assure correct postage amount is metered on outgoing mail; monitor use of postage meter and/or use of stamps. May receive equipment for people we serve that has been delivered to the office by verifying items on packing slip and preparing an equipment receipt securing equipment in a locked location until issued to PWS and may deliver equipment as needed. Record and prepare documents for pick up or mail assist counselors with preparation and mailing communications and may assist with lobby computers (if available). May create and maintain a daily log of office visitors.
Authorization and Billing
This position includes assisting with service delivery by locating and securing appropriate vendors; interacting with vendors to determine proper coding and pricing for goods and services; processing invoices from vendors; making decisions on appropriate payments; as well as performing vendor cost and service comparisons and deciding on the best choice of vendor while conforming to state guidelines of least possible cost. May purchase services using the agency-approved credit card assuring that all purchases are pre-approved in writing by the counselor tracking and gathering all supportive documentation for service record and reconciling purchasing card purchases on time each month. This position requires highly accurate data input and attention to detail within the state computer system for creating amending and paying for authorized services while applying agency policies and guidelines for such actions including ensuring that proper approval has been obtained and services have been delivered. Pays approved bills in a timely manner monitors expenditures and open authorizations quarterly and closes out fiscal year-end authorizations. Maintains good relationships with vendors utilizing state procurement procedures contacting vendors for current billing analyzing bills and researching pricing of goods and services with different vendors to obtain price estimates when needed. May travel to vendor locations to pick up equipment pre-authorized by counselor prepares equipment receipts for people we serve ensures proper signatures have been obtained on receipts travels to deliver equipment to various DVR office locations as needed.
Minimum Qualifications Substitutions Conditions of Employment & Appeal Rights
Experience Only:
Three (3) years of relevant experience in an occupation related to the work assigned to this position
OR
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
Required Competencies- Excellent customer service and interpersonal skills
- Ability to manage multiple priorities with competing deadlines
- Exceptional written and verbal communications skills
- Ability to work effectively in a team environment
- Experienced with Microsoft Office and Google Suite
- Strong organizational skills
- Attention to detail
- High ethical standards and ability to maintain confidentiality
Preferred Qualifications
- Experience working with individuals with disabilities
- Designing implementing and documenting efficient office procedures
- Experience with purchasing tracking a budget working with accounts payable account receivable and/or monthly billing reconciliation
- Customer service experience interacting with the general public
- Experience with electronic filing systems such as Box
- Experience performing duties similar to those assigned to the position as a classified State of Colorado employee.
Conditions of Employment:
- Must be a Colorado resident at time of application.
- Must pass a thorough background check prior to employment which will include E-verify.
- Position will be required to report to the office two (2) days per week and at the discretion of the supervisor and/or Appointing Authority and according to business need.
After minimum qualification screening there will be an online exam covering Microsoft Office Suite Google Workspace and other basic support competencies. SAVE THE DATE: 8 AM on September 12th 2025 through September 19th 2025 at 11:59pm. Dates may change based on the needs of the recruitment.
APPEAL RIGHTS:An applicant who has been removed from an employment list or removed from consideration during the selection process may request a review by the State Personnel Director.
As an applicant directly affected by the results of the selection or comparative analysis process you may file a written appeal with the State Personnel Director.
Review of the completed signed and submitted appeal will be timely on the basis of written material submitted by you using the official appeal form signed by you or your representative. This form must be completed and delivered to the State Personnel Board by email at within ten (10) calendar days from your receipt of notice or acknowledgment of the Departments action.
For further information on the Board Rules you can 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 at InformationFor questions regarding this recruitment please contact:
Minimum Qualification Screening
A Human Resources Analyst will only review the work experience/job duties sections of the online job application to determine whether you meet the minimum qualifications for the position for which you are applying. Cover letters and resumes WILL NOT be accepted in lieu of the official State of Colorado online application CDLE does not accept attachments of any kind during the application process. Part-time work experience will be prorated.
Applicants must meet the minimum qualifications to continue in the selection process for this position. Work experience and qualifications must be specifically documented on your online application. Do not use see resume or see attached statements on your application.CDLE does not accept attachments of any kind during the application process.
Comparative Analysis Process Testing
After minimum qualification screening the comparative analysis process for this position will involve the following applicant tests: Microsoft Office Suite Google Workspace and other basic support competencies.
SAVE THE DATE: An online skills exam covering basic computer and office competencies will be scheduled for 9/12/2025 9/19/2025. Dates may change based on the needs of the recruitment.Comparative Analysis Process Structured Application Review
After minimum qualification screening the comparative analysis process for this position will involve a review and rating of all the information you submit with your application materials. Therefore it is extremely important to document in the work experience/job duties portion of your online application the extent to which you possess the education experience minimum qualifications and preferred qualifications as outlined in the job announcement. It is also important to thoroughly answer all supplemental questions (if listed) as your answers to these questions will be evaluated during this phase.
Answer the supplemental questions on the application completely and thoughtfully. Your answers may be rated based on your writing ability (spelling grammar and clarity of your writing) as well as the content of your answer.
THIS ANNOUNCEMENT MAY BE USED TO FILL MULTIPLE VACANCIES
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.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.
The Colorado Department of Labor and Employment 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 Sean Montoya at Auxiliary aids and services are available upon request to individuals with disabilities. For all other inquiries about this recruitment effort please call .
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.
Benefits
The State of Colorado offers permanent employees a variety of benefits including medical dental life and disability insurance as well as a comprehensive leave program. Please click the following link for detailed information:
Please note that each agencys contact information is different; therefore we encourage all applicants toview the full official job announcementwhich includes contact information and class title. Select the job you wish to view then click on the Print icon.
Employment Type
Full-Time
