Administrative Assistant II - Address Confidentiality Program / Hybrid.

State of Colorado; Denver (CO); On-site; USD 42,000 - 54,000; Full time

Job summary

The State of Colorado is seeking an Administrative Assistant II for the Department of Personnel & Administration, supporting the Colorado Address Confidentiality Program (ACP). You will handle inquiries, document interactions, and assist with mail forwarding and casework.

This role trains on-site, with responsibilities including processing enrollments, renewals, and address changes, while ensuring accuracy and compliance with program policies.

Qualifications

• At least two years of relevant experience in answering incoming program calls, messages, and emails.
• Excellent written and verbal communication skills.
• Strong time-management and organizational abilities.
• Flexibility to perform a wide variety of tasks and work independently.

Responsibilities

• Serve as initial point of contact for ACP, respond to calls and emails, and document interactions.
• Process program casework including enrollments, renewals, and address changes.
• Assist with mail forwarding and processing of casework per policy.

Skills

Written & Verbal Communication

Time Management

Organization

Flexibility

Independent Work

Attention to Detail

Education

Combination of related education and/or relevant experience

Tools

Salesforce

MS Office

Google Drive/Docs/Email

Job description

Department Information

This position is only open to Colorado state residents.

NOTE: This posting may fill more than one vacancy.

Thank you for your interest in working for the State of Colorado. Join us and find meaningful work in public service to our state and its residents, helping to make Colorado a great place to live and work in. Please watch the short video below for tips on applying. To learn more about what happens after you apply for a position with the State of Colorado, please watch the short, informative video

Colorado for All Philosophy: Colorado for All means working toward a Colorado where everyone has the opportunity to succeed. It means we support the basic human rights of our neighbors regardless of gender, race, ethnicity, religion, national origin, age, sexual orientation, gender identity, citizenship status, education level, disability, socio-economic status, or any other visible or invisible identity.

The Department of Personnel & Administration (DPA) is the foundation for dependable state government, leading with responsiveness, integrity, and teamwork. We provide services to other government agencies and all Coloradans by taking bold initiative toward a government with engaged employees, innovative solutions, and constructive partnerships. DPA provides a wide range of programs and services, from custodial & maintenance to financial and human resources support, which assist other state agencies in fulfilling their missions. At DPA, there are countless opportunities to contribute to meaningful work that supports and serves the people of Colorado. The wide variety of positions in DPA allow individuals to learn about state operations and provide for long-term career growth. If your goal is to build a career that makes a difference and build greater public confidence in good government, consider joining the dedicated people of the State of Colorado; it's a chance to combine your expertise with public service. Our professionals strive to support state government and the residents of Colorado. Customer service is a key component for every position in state government as is the focus on ideas and ways to redesign the delivery of services in making state government more.

Good Government Starts Here!

Why We Want You

We want your expertise, positive energy, drive to succeed, and love of this great state as we work to elevate the expectations Coloradans have of their government.

What You'll Get From Us

In return for the skilled work you do, DPA provides a competitive compensation and benefits package to accompany employment opportunities. Please see the Benefits Overview video for details on the benefits offered to employees.

Description Of Job

The Colorado Address Confidentiality Program (ACP) is a statewide program that provides protected healthcare workers and survivors of stalking/harassment, sexual assault, human trafficking, and domestic violence with a legal substitute address and mail forwarding. Under Colorado law, all state and local government agencies must accept a participant’s substitute address. ACP services are intended to enhance a comprehensive safety plan and contribute to increased survivor safety.

Since its inception in July of 2008, the ACP has served over 16,600 victim-survivors.

This position will train on-site for about nine (9) months, after training is complete, up to four (4) days per week are required on-site. However, if business needs require more on-site will be required. This position is a direct victim services position which serves as an initial point of contact for all program correspondence. It responds to incoming program calls, messages, and emails and provides general program information. This position will also provide program support to include mail forwarding and processing casework.

A summary of the duties and responsibilities will include, but are not limited to, the following:

• Point of contact for ACP/Manage Email Correspondence - As an initial point of contact for the ACP, this position will respond to phone calls and email messages and will analyze each to determine the appropriate response and when to forward to other staff members. This position will document calls and message content in participant files, flagging those that need follow up. It will respond to general questions, inspect participant submitted forms for completeness, and ascertain missing items to communicate with participants in order to remove barriers to enrollment and participation in the program.
• Program Casework Support - This position will process program casework including, but not limited to, applications for new enrollment, renewals, and address changes. This will include reviewing submitted forms, working with participants to ensure accuracy of information, and completing the updates according to internal policy.
• Mail Support - This position will assist with providing all aspects of participant mail sorting and forwarding services as required by program laws and as directed through program policy and procedures to include sorting and repackaging mail to be forwarded to participants, recording accountable mail pieces, accepting personal service on behalf of participants, and ensuring that mailing labels for ACP households are accurate and available.

Minimum Qualifications, Substitutions, Conditions Of Employment & Appeal Rights

• 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, but may be attached. 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. Resumes WILL NOT be reviewed for minimum qualification screening. If it is determined that you meet the minimum qualifications, your application will also be used as part of the comparative analysis process to identify a top group for further consideration.

This position is advertised in line with the Governor’s executive order ( Executive Order 2022 015 ) focused on skills-based hiring practices that focuses on the knowledge, skills, and abilities specific to the job and aligns the hiring process accordingly. Skills-based hiring reduces potential barriers for applicants and allows for reduced bias in the hiring process by providing a direct description of skills that are unique to the duties assigned to the position with a recognition that the applicant may have developed these skills through education, training or past experiences.

Residency Requirement

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

Class Code & Classification Description

G3A3XX Administrative Assistant II

Experience Only

Minimum Qualifications:

At least two (2) years of relevant experience in responding to incoming program calls, messages, and emails, and general administrative duties.

OR

Education And Experience

A combination of related education and/or relevant experience in responding to incoming calls, messages, and emails and analyzing resources equal to at least two (2) years.

The exceptional candidate will possess the proven ability or accomplishment in the following preferred qualifications:

• Previous State Service related to the work assigned to the position
• Previous experience which required the handling of confidential information
• Excellent written and verbal communication skills
• Ability to operate standard office equipment including pertinent software applications; such as Salesforce, and preparing and maintaining accurate records
• A high level of competence in MS Office, particularly Word, Excel, Google Drive/Docs/Email
• Excellent time-management skills
• Strong organizational skills and attention to detail
• Flexibility to perform a wide variety of tasks, in a wide variety of circumstances and with a diversity of individuals and/or groups
• Ability to work independently; self-directed
• Experience and/or interest in working at an agency or organization that services victims of domestic violence, stalking, and/or sexual assault

Conditions Of Employment

• A pre-employment criminal background check will be conducted as part of the selection process.

Comparative Analysis Process

The comparative analysis process for this position may consist of a structured application review, an online assessment and a structured interview.

Appeal Rights

An applicant who has been removed from consideration during the selection or comparative analysis process, you may file an appeal with the State Personnel Board and/or request a review by the State Personnel Director. A standard appeal form is available on the State Personnel Board website, https://spb.colorado.gov/forms-and-filing . If you appeal, your appeal must be submitted in writing on the official appeal form, signed by you or your representative, and received at the following address within ten (10) days of your receipt of this notice: Colorado State Personnel Board/State Personnel Director, Attn: Appeals Processing, 1525 Sherman Street, 4th Floor, Denver, CO 80203. Fax: [phone]. Phone: [phone]. Email address: [e-mail] . The ten-day deadline and these appeal procedures also apply to all charges of discrimination. Refer to Chapters 4 and 8 of the State Personnel Board Rules and Personnel Director's Administrative Procedures, 4 CCR 801, for information about the appeals process. The State Personnel Board Rules and Personnel Director's Administrative Procedures are available at spb.colorado.gov .

Supplemental Information

Employment Philosophy: The State of Colorado strives to build and maintain workplaces that value and respect all Coloradans. We are building a Colorado for All through a commitment to equal opportunity and hiring based on merit and fitness. The State is committed to non-discriminatory practices in hiring, employment, and advancement opportunities.

Accommodations

Accommodations: The Department of Personnel & Administration 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, Heather Siegal [e-mail]