Administrative Assistant II.

State of Colorado; Denver (CO); On-site; USD 40,000 - 60,000; Full time

Job summary

Join a forward-thinking government department as an Administrative Assistant II, where your organizational skills will shine. This role involves processing tax forms, managing exceptions, and ensuring meticulous documentation for transactions. You'll be part of a team that values integrity, teamwork, and service, all while contributing to a culture of diversity and inclusion. If you're detail-oriented and thrive in a dynamic environment, this opportunity is perfect for you. Embrace the chance to make a difference in your community while developing your career in public service.

Qualifications

• Two years of experience in electronic and paper document processing.
• Strong attention to detail and ability to handle sensitive information.

Responsibilities

• Process exception transactions and distribute to tax sections.
• Ensure accurate ID of tax forms and documentation from taxpayers.
• Prepare deposit tickets and manage rejected checks.

Skills

Excel

Google Suite

Document processing

Data entry

Attention to detail

Multitasking

Communication skills

Education

High School Diploma

Business Administration

Accounting

Public Administration

Tools

Fairfax Imaging system

Gentax

Job description

The mission of the Colorado Department of Revenue (CDOR) is to become a trusted partner to every Coloradan to help them navigate the complexities of government so they can thrive. We are driven by our values of service, teamwork, accountability, integrity, and respect.

The vision of the department is to empower businesses and individuals through quality customer service, innovation, and collaboration. We celebrate diversity and support an equitable and inclusive culture. We embrace our differences because we believe this brings innovation to our work. For more exciting information about the Department of Revenue, please enjoy this brief video!

Helpful tips for applying:

Applying for a Job with the State of Colorado.

What Happens After You Apply.

In the Deposit Control section, we process tax forms through the Fairfax Imaging system. Image capture of tax transactions received via mail into the Annex, and outer offices into the Fairfax Imaging system. Accurately ID Forms and associated documentation that comes from the taxpayers. ID Forms and correct the order if needed to meet transaction integrity rules. Accurately key stub and check amounts for Tax Forms and Checks. Balance transactions to ensure checks are for DOR and the correct amount is applied to the taxpayers account and to the bank.

Distribute physical exceptions items to various tax departments. Gather checks for manual deposit that have been rejected by the processing/banking systems due to invalid images, micr lines or foreign checks. Post suspense and pending items in Gentax. Assist other areas including Mailing Services, Mail Processing Center and Research Unit. Duties may include compiling documents for mailing, extracting received mail from envelopes or data entering taxpayer set up information.

The typical day as an Administrative Assistant II:

As an Administrative Assistant II, you will:

• Process exceptions transactions that are rejected out of the Fairfax System
• Mark exception item as received from DPA and Distribute transaction to the various tax sections for manual processing or returns to tax payers
• Scanning of batches of transactions into the processing system
• Retrieve checks rejected by the processing system for manual deposits into the banking system
• Prepare deposit tickets and rejected checks for manual deposit to the bank
• Ensure correct and secure storage of items for at least 3 months
• Accurately ID tax forms and associated documentation that comes from taxpayers
• Ensure accurate check/document amounts for taxpayer transactions to be uploaded for Gentax processing
• Create Gentax vouchers for money transactions when taxpayer forms are not present
• Research and apply pending and suspense payments that are not applied to taxpayer Gentax accounts

This position is in office at 2829 West Howard Place, Denver, CO. 80204

Residency Requirement: This posting is only open to residents of the State of Colorado at the time of submitting your application.

MINIMUM QUALIFICATIONS:

Experience Only:
Two (2) years of relevant experience in electronic and paper document processing or in an occupation related to the work assigned to this position.

OR

Education and Experience:
A combination of related education/experience in Business Administration, Accounting, Public Administration, formalized apprenticeship program, certification, and/or relevant experience in an occupation related to the work assigned equal to one (1) year.

Preferred Qualifications:

• Strong Excel and Google Suite skills
• Experience working with sensitive information of a confidential nature
• Ability to multitask
• Excellent written and communication skills
• Proven ability to work independently and accept supervision
• Attention to detail
• Document scanning
• Exception handling
• Data entry, 10-key

Conditions of Employment with the CDOR:

Employees are in a position of public trust in the performance of their job duties and must operate in a manner that maintains the highest standards of honesty, integrity, and public confidence.

As a condition of employment with the CDOR, all personnel must file all necessary Colorado Individual Income Tax (CIIT) returns and pay tax obligations, therefore all employees must undergo a pre-employment evaluation of their tax records/accounts to ensure compliance with this policy. Final candidates must also complete a successful background investigation and reference check prior to appointment. Certain positions based on duties may require scheduled background investigations.

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. Only complete applications submitted before the closing date of this announcement will be reviewed.

• Applicants must meet the minimum qualifications to continue in the selection process for this position. Do not use "see resume" or "see attached" statements on your application.
• Cover letters and resumes will not be accepted in lieu of the official State of Colorado online application. Part-time work experience will be prorated.
• Recommended attachments: Resume, Cover letter (Optional if Manager is requesting them)
• List your employment history starting with the most recent job, including part-time, temporary, and volunteer jobs. If more than one job was held with a given organization, list each job held as a separate period of employment.
• Information must be accurate, including dates of employment. If it is found that information provided is falsified, you will not be considered for a job with the State of Colorado and/or may be removed from a job after hire.
• The eligible list established from this posting may be used to fill additional vacancies.

Email Address:

All correspondence regarding your status in the selection/examination process will be conducted via email. Please set up your e-mail to accept messages from "state.co.us" and "[e-mail]" addresses. It is your responsibility to ensure that your email will accept these notices and/or review your junk mail and spam filtered email.

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.

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 [e-mail] within ten (10) calendar days from your receipt of notice or acknowledgement of the Department’s 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 Director's Administrative Procedures, Chapter 8, Resolution of Appeals and Disputes, at spb.colorado.gov/board-rules.

Equity, Diversity, and Inclusion Compliance:

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 Colorado Department of Revenue 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 inbox, [e-mail].

We are committed to building work environments that are inclusive and reflect our communities and the diverse talents of all people. We strongly encourage candidates from all backgrounds and abilities to apply.

If not applying online, submit application to:

If you are not able to submit an online application, a paper application is available at this link: PDF State Paper Application (Download PDF reader). Paper applications must be received via email to [e-mail] by the closing date and time of the application period listed on this announcement.

Methods of Appointment:

Appointment to the vacancy or vacancies represented by this announcement is expected to be from the eligible list created. However, at the discretion of the appointing authority, the position(s) may be filled by another method of appointment for a valid articulated business reason.

Step Pay Program:

Per the requirements of the Step Pay Program, any former or current State employee must be paid a rate that is equal to or greater than the appropriate step pay rate within their classification's pay range based on completed years in their current class series.