Office of Administrative Solutions Program Assistant

STATE OF COLORADO RESIDENCY REQUIRED

NOTE: This announcement may be used to fill multiple openings.

Colorado Governor Jared Polis is committed to building a Colorado For All a place where everyone has an opportunity to succeed and live the Colorado way of life. Governor Polis is focused on lowering health care costs for hardworking Coloradans transitioning the state to renewable energy sources ensuring every Colorado child gets a quality education and building an economy that works for everyone.

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.

We offer a generous benefits package including:

• 11 paid holidays per year plus vacation and sick leave

• Medical dental and vision plans

• State paid life insurance policy

• Choice of 2 retirement plans (defined benefit or defined contribution)

• Optional 401(k) and 457 plans

• State paid short-term disability coverage

• Additional optional life and disability plans

• Credit Union membership

• Training and professional development

To learn more about State of Colorado benefits visit: positions may qualify for thePublic Service Loan Forgiveness Program. For more information go to

This position will have the opportunity for a hybrid schedule (a combination of in-office and remote workplace).**Please note - equipment provisioning and certain onboarding tasks will take place in person in our downtown Denver office on the first day of employment.**

What youll be doing:

This position provides high-level support for the Deputy Executive Director/Chief Administrative Officer (DED/CAO) and the Office of Administrative Solutions (OAS) Leadership Team; and acts as the first point of contact for the DED/CAO. This position also provides expanded administrative support to the Office of Administrative Solutions. Provides technical assistance on departmental office processes and protocols such as completing travel documents correspondence to stakeholders executive managers other Division and Program Managers and staff throughout the Department. Acts as a liaison with other divisions agencies and state departments and utilizes information and knowledge to resolve difficult or unusual situations. Provides short and long-term project assistance.

Additional position duties include but are not limited to:

• Scheduling and calendar management for the DED/CAO. Manages the DED/CAOs calendar to prevent and resolve scheduling conflicts and build in enough flexible time between meetings for the DED/CAO to complete other tasks.
• Schedules routine and non-routine meetings on behalf of the DED/CAO & OAS Leadership team with members of the Senior Executive Team (SET) Division Directors other CDEC staff and/or external partners and stakeholders.
• Manages and organizes documentation and records for OAS. This includes completing and submitting travel requests and reimbursements sorting and filing material from meetings and presentations reviewing and filing confidential information and preparing and proofreading copies of correspondence narratives spreadsheets etc.
• Assists with the organization and processing of OnBase requests (RQS PARs etc.) for OAS.
• Functions as a backup timekeeper for assigned groups which includes but is not limited to: entering and setting up schedules for staff sending reminder emails to staff and supervisors of payroll deadlines ensuring holiday leave hours are entered correctly provide job aids as needed.
• Acts as a liaison with other Offices Division(s) and Department staff prioritizing functions and correspondence coordinating meetings and presentations and scheduling travel and making travel arrangements.
• Manages and organizes documentation and records for OAS. This includes completing and submitting travel requests and reimbursements sorting and filing material from meetings and presentations reviewing and filing confidential information and preparing and proofreading copies of correspondence narratives spreadsheets etc.
• Support OAS Leadership as necessary with selection onboarding and offboarding of employees as necessary. This can include but is not limited to scheduling interviews correspondence with candidates meeting new hires on their first day scheduling equipment provisioning with technology teams ensuring equipment is dropped off appropriately.
• Coordinates closely with the People Operations Assistant on timekeeping on boarding offboarding and purchasing of any supplies that may be ergo related or already purchased through our facilities and operations team.
• Manages clearance requests for OAS.

Residency Requirement:

Class Code & Classification Description: (New)

• State of Colorado experience related to the duties of this position
• Experience providing administrative support to executive-level leadership.
• Demonstrated ability to manage complex scheduling and travel arrangements (both in-state and out-of-state).
• Experience organizing and coordinating large meetings town halls or stakeholder gatherings.
• Experience serving as a primary point of contact for internal and external stakeholders including legislative and government officials. Strong business writing skills including the ability to draft and edit correspondence on behalf of leadership. Demonstrated discretion in handling sensitive personnel and organizational information.
• Ability to identify administrative issues and implement effective solutions independently.
• Proficiency with Google Workspace and Microsoft Office Suite. Familiarity with State of Colorado procurement and travel systems (e.g. CORE) and document management systems (e.g. OnBase).
• Experience navigating State Fiscal Rules and administrative regulations. Experience with Salesforce Smartsheet or software programs of a similar nature.

• Proficiency in coordinating intricate in-state and out-of-state travel including booking itineraries and expense reimbursement.
• Experience with purchasing procurement and maintaining efficient office workflows.
• Proven ability to act as a liaison for high-profile contacts including the Governors Office elected officials and community partners.
• Strong editorial skills for drafting proofreading and formatting executive correspondence and reports

• Applicants must pass a thorough background check prior to employment.
• Employees who have been disciplined terminated resigned in lieu of disciplinary termination or negotiated their termination from the State of Colorado must disclose this information on the application.

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.

How to Apply (PLEASE READ CAREFULLY)

Please note that ONLY your State of Colorado job application will be reviewed during the initial screening; if you submit a resume and cover letter they will be reviewed in later stages of the selection process. Therefore it is paramount that you clearly describe all your relevant experience on the application itself. Applications left blank or marked SEE RESUME will not be considered.

1. A complete CDEC Application for Announced Vacancy (please submit online using the green APPLY button at the top of this announcement)
2. A complete Supplemental Questionnaire (The questionnaire is part of the online application. You will be prompted to answer them as you are completing your online application.)
3. A cover letter that describes your interest in this position how your experience aligns with the minimum and preferred qualifications of this position. Cover letters must be uploaded as an attachment to your online application. Cover letters will not be accepted after the closing date and time of the announcement.
4. If you are a veteran a copy of your DD214. Please submit this as an attachment to your online application.

The comparative analysis process will consist primarily of a review of applications against the minimum and preferred qualifications of this position. Applications will be reviewed in comparison to all others in the applicant pool in order to identify a top group of candidates who may be invited for a final interview. Depending on the size of the applicant pool additional selection processes may be utilized to identify a top group of candidates. Applicants will be notified of their status via email.

Failure to submit properly completed documents by the closing date will result in your application being rejected.

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.