Communication Assistant- Classified

• Flexible work schedules and flexible workplace options that may include flexible working hours working from home working in the office and/or a hybrid working environment.
• Premier medical dental vision and dependent life insurance options. All with a generous employer contribution keeping employee costs as low as possible.
• Employer paid short-term disability and life insurance
• Up to 160 hours of Paid Family Medical Leave (PFML)
• 11 paid holidays per year
• Competitive vacation and sick leave accruals
• Retirement through the Public Employees Retirement Association (PERA)
• Employer paid RTD Eco Pass (certain restrictions may apply)
• Paid professional development opportunities

Work Environment:

• Office hours are typically Mon-Fri 8 am-5 pm
• Extended hours during the evening or the weekend may be required by business needs
• Commute to workplace daily
• Essential Functions (ADAAA)
  • LIGHT/Office environment:
    • Required to sit view a computer screen and utilize a keyboard and mouse for extended periods of time
    • May be required to lift and move up to 10 lbs of force frequently or 20 lbs occasionally
    • Required lifting bending stooping pushing walking etc.
    • Light work usually requires walking or standing to a significant degree
      
  • DL Not Required: Required to independently obtain and determine means to complete travel requirements. (For positions that only report to CDE locations and can use public transportation to complete that.)

The position is the receptionist for the Colorado Department of Education answering the departments main phone lines assisting callers and connecting members of the public with the appropriate teams and carrying out this work the position applies knowledge of and interprets established department policies processes program-specific guidelines and reference materials to resolve issues answer questions provide information and determine the appropriate response or referral. As a highly visible point of contact for both internal and external customers this position is responsible for providing responsive professional and high-quality customer service and contributing to a welcoming and well-organized environment.

The position also provides program and administrative support for the division. The role coordinates day-to-day functions including purchasing travel mail and email scheduling and meeting logistics and applies established procedures to resolve routing operational issues and help ensure efficient division operations.

• Job Duty A: CDE Receptionist (60%)

  Brief Duty Description

  This role serves as CDEs receptionist and the first point of contact for most stakeholders and community-members reaching out to the agency through the main phone line and email address. The position applies and interprets established department policies processes program-specific guidelines and reference materials to resolve problems answer questions provide information and determine the appropriate CDE office staff member or external resource based on the circumstances of each inquiry.

  Examples of Regular Ongoing Decisions

  As part of these duties this role will:

  • Review the nature of inquiries and determine the appropriate CDE office program staff member or external resource by applying established department routing procedures.
  • Interpret and explain established CDE information including department services program responsibilities office locations staff contacts and available website resources.
  • Identify and provide contact information to callers regarding other state or federal departments as necessary when an inquiry falls outside of CDEs authority.
  • Maintain and updates CDE reference materials and incoming call protocol to ensure information remains accurate and current.
  • Trains other administrative personnel to provide back-up phone coverage and explain referral procedures.
  • Review and respond to inquiries received through CDEs main email address resolve questions using established department information and program guidance and determine the appropriate referral when additional assistance is needed.
  • Receive and distribute mail delivered by IDS. Maintain mailroom organization for 201 E Colfax Ave and informs the appropriate departments of any changes made.

• Job Duty B: Division Operations and Coordination 35%

  Brief Duty Description

  The position coordinates recurring administrative and operational activities for the division and CDE. The position applies applicable department policies and fiscal procedures determines how assigned operations will be completed monitors deadlines and details and resolves scheduling purchasing travel meeting and logistical issues within established processes.

  Examples of Regular Ongoing Decisions

  As part of these duties this role will:

  • Coordinates schedules meeting details materials and logistical requirements for large meetings and recurring division activities determining the timing needed to complete each activity.
  • Handle confidential and sensitive information in accordance with department policies and requirements.
  • Coordinate logistics for department-wide all staff meetings and large staff events including event theme and logistics planning venue selection room layout food and beverage internal communications day-of coordination and event set-up and breakdown
  • Monitor office supplies and equipment needs determine appropriate purchasing actions with established procedures and maintain the records necessary to support purchases.
  • Provide program and administrative support to other divisional managers as time allows with administrative support duties.
  • Prepare all purchase orders for supplies events etc. and complete the official function or other forms as needed; maintain purchasing card for office and supporting documentation with applicable fiscal rules and department procedures.
• Job Duty E: Other Duties as Assigned 5%

• Other duties as assigned.

MINIMUM EXPERIENCE AND EDUCATION REQUIREMENTS:

Experience Only:

Four (4) years of relevant experience in customer service receptionist or front desk operations administrative support office coordination or a closely related field.

OR

Education and Experience:

A combination of related education and/or relevant experience in an occupation related to the work assigned equal to four (4) years.

Graduation from an accredited college or university with an Associates degree in Business Administration Office Administration Administrative Management Communications Public Administration or a closely related field will substitute for two (2) years of the required experience but not the specific experience listedbelow.

• Experience serving as a central receptionist or managing a shared customer-service phone line and inbox.
• Administrative or program-support experience in a government agency school district education organization or another public-serving organization.
• Experience explaining established procedures and resolving inquiries involving multiple programs or departments.
• Experience coordinating staff meetings or events preparing purchase orders maintaining purchasing-card records or arranging work travel.
• Experience using office productivity and collaboration tools such as Microsoft Office Google Workspace shared calendars and spreadsheets.

• Must be willing and able to submit to the pre-screening process and pass a background check.
• Ability and willingness to independently determine obtain means and complete required travel.
• Work extended scheduleper business needs
• Report to work location per business needs
• DL Not Required: Required to independently determine and obtain means to complete travel requirements.

Complete Applications must include:

• Completed Online Application:Required - Submitted through ourATS.
• Cover Letter Required :Attach Separately
• Resume Required: Attach Separately
• Transcript:Required if using education to meet MQs- Attached to the online application and meeting requirements as described under College Transcripts.