Administrative Assistant III (In Office - DSCR)

Colorado Department of Revenue; Denver (CO); On-site; USD 42,000 - 56,000; Full time

Job summary

Colorado Department of Revenue seeks an Administrative Assistant III to serve as the front desk contact and operational hub for the Customer Contact Group. You will manage visitor interactions, support onboarding, coordinate purchasing and inventory, and assist with daily administrative tasks while delivering outstanding service to the public and staff.

The role requires three years of general clerical or public-facing experience, proficiency with Microsoft Office and Google Workspace, and the

Qualifications

• Minimum of 3 years in a general clerical or public-facing customer service role.
• Experience providing exceptional customer service in a call center or online setting.
• Data entry and maintaining customer records in a timely, accurate manner.
• Proficient with computers and office software (Email, Word, Excel, PowerPoint; Google Apps).

Responsibilities

• Greet and assist taxpayers and visitors, directing them as needed.
• Coordinate refund warrant void/reissue processes and track cases with Tax Examiners.
• Process and file taxpayer documents and payments received by mail, fax, or electronically.
• Answer questions about tax forms, refunds, deposits, payments, and related services.
• Support onboarding of new employees and maintain training materials.
• Liaise with IT, Facilities, Budget, and Purchasing for equipment and operational needs.
• Oversee office purchasing, inventory, and vendor payments in line with policy.
• Prepare reports and support meetings and ongoing administrative projects.

Skills

GenTax experience

Interpersonal communication

Multitasking

Google Workspace

Microsoft Office

Education

Three years general clerical/customer service experience

Tools

Google Workspace

Microsoft Office

Job description

Department Information

The mission of the Colorado Department of Revenue (CDOR) is to become a trusted partner to every Coloradan, helping them navigate the complexities of government so they can thrive. Our core values of service, teamwork, accountability, integrity, and respect drive us

The Department’s vision 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 !

As part of the State of Colorado, DOR offers a competitive benefits package to permanent employees:

• PERA retirement benefits including PERA Defined Benefit Plan, PERA Defined Contribution Plan, plus 401K and 457 plans
• Medical , Dental , and Vision insurance coverage
• Automatic Short-Term and Optional Long-Term Disability Coverage
• Life and AD&D Insurance
• Flexible Spending Accounts (FSAs)
• Family Medical Leave Act (FMLA) job protection and State of Colorado Paid Family Medical Leave (PFML)
• 11 Paid Holidays Annually and Accrued Annual and Sick Leave
• Variety of discounts on services and products available through the State of Colorado's Work-Life Employment Discount Program

Description Of Job

The Customer Contact Center is committed to promoting voluntary compliance with Colorado tax laws by providing exceptional customer service, education and tax payer assistance. Through Service Centers located throughout Colorado, the team assists taxpayers with tax filing, payments, refunds, account inquiries, and other tax-related services while serving as the public face of the Taxation Division

What You'll Do

The Administrative Assistant-III serves as a key administrative and operations resource for the Customer Contact Group. This position coordinates front desk operations, manages refund warrant void/reissue requests and taxpayer documentation, supports onboarding and training of new employees, coordinates, purchasing and inventory activities and provides administrative support that helps ensure efficient day-too-day operations while delivering outstanding customer service to both internal staff and the public.

Primary Job Duties

• Serve as the primary point of contact for visitors, providing exceptional customer service by greeting, directing, and assisting taxpayers, employees, and guests.
• Coordinate and manage the refund warrant void/reissue process by reviewing documentation, researching requests, tracking cases, and collaborating with Tax Examiners to resolve taxpayer inquiries.
• Process, review, distribute, and maintain taxpayer documents, payments, correspondence, and records received through mail, fax, electronic systems, and in-person transactions while ensuring accuracy and compliance.
• Assist taxpayers by providing information on tax forms, refund requests, direct deposits, payments, and other tax-related services, referring complex issues to the appropriate staff when necessary.
• Coordinate new employee onboarding activities by preparing orientation materials, facilitating workspace setup, coordinating system and building access, and supporting the hiring and training process.
• Develop, maintain, and update administrative procedures, training materials, organizational charts, and other operational resources while providing guidance to temporary administrative staff.
• Serve as the liaison with internal departments, including Information Technology, Facilities, Budget, and Purchasing, to coordinate equipment, maintenance requests, technology support, and operational needs.
• Manage office purchasing and inventory by ordering supplies, maintaining inventory levels, coordinating vendor purchases, and reconciling T-Card and P-Card transactions in accordance with State fiscal policies.
• Prepare reports, maintain administrative records, support meetings, and complete a variety of operational and administrative projects that contribute to the efficient operation of the Customer Contact Group.
• Prioritize multiple assignments in a fast-paced environment while exercising sound judgment, maintaining confidentiality, and ensuring compliance with departmental policies, procedures, and customer service standards.

Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights

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

Class Code & Classification Description

G3A4XX Administrative Assistant III

Minimum Qualifications

Experience Only: Three (3) years of relevant experience in a general clerical and/or public facing customer service role.

General Clerical Work Experience Is Typically Performed By Office Clerks And/or Administrative Assistants This Includes, But Is Not Limited To Tasks Such As

• Experience providing exceptional customer service in the call center and/or online; interfacing with a variety of people from many levels within the organization and community.
• Data Entry including: entering information into a program or database (appointments, contact information, customer records)
• Regular, daily work responsibilities utilizing equipment and software used in offices (E-Mail, Microsoft Office programs (Word, Excel, PowerPoint), Google Apps, etc.)
• Regular, daily work responsibilities utilizing computer systems, scanners, printers, copiers, fax machines and other technologies
• Typing professional emails, letters, reports, briefings, forms, memoranda, etc.

OR

Education And Experience

A combination of related education and relevant experience in a general clerical role and/or public facing customer service role equal to three (3) years. Appropriate education in business administration, office administration, office technology, public administration, communications, or a closely related field may substitute for the required experience on a year-for-year basis.

Document this experience in your application IN DETAIL, as your experience will not be inferred or assumed.

NOTE: If submitting a transcript, certification or other relevant materials, candidates may redact information that identifies their age, date of birth, or dates of attendance at or graduation from an educational institution.

Preferred Qualifications

The ideal candidate will possess the following skills:

• State experience with GenTax
• Demonstrated ability to communicate with people outside the organization, representing the organization to customers, the public, government, and other external sources.
• Ability to multi task in a fast-paced environment with strong attention to detail and thorough in completing work tasks
• Proficient with Google Workspace and Microsoft Office
• Strong problem solving skills

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.

Pursuant to the Universal Driving Standards Policy , any worker who will be expected to drive a State-owned vehicle is responsible for maintaining a safe driving record and a valid driver license prior to driving any State-owned vehicle.

To Be Compliant With The New Fleet Vehicle Policy, Motor Vehicle Records (MVRs) Will Be Pulled For Review For Workers Who

• Have an assigned State fleet vehicle
• Are required to operate a vehicle as part of the position
• Utilize a State fleet vehicle as a pool vehicle

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
• List your employment history starting with the most recent job, including part-time, temporary, and volunteer jobs. If more 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

As 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

Equity, Diversity, and Inclusion Compliance

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 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 en vironments 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.

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.