Administrative Services Assistant (Hybrid)

State of Colorado; Denver (CO); On-site; USD 42,000 - 50,000; Full time

Job summary

The Colorado Department of State is seeking a Program Assistant I to support the Administration Division. The role emphasizes office coordination, HR administration, and facility management, with a focus on accurate records, confidentiality, and adherence to state policies.

This posting is open to Colorado residents and may require on-site work, with opportunities for professional training and advancement within the department.

Qualifications

• This position requires a total of four (4) years of relevant professional experience and/or education in a field related to the work.

Responsibilities

• Co-lead operation and facilities work for the office by building and maintaining relationships with the building management team, security, office employees, and various recurring vendors.
• Maintain Department furniture inventory and work with authorities to replace or order new furniture as approved.
• Monitor facility and conference room inboxes and manage requests.
• Process division’s incoming mail and email.
• Assist in safety/security projects and initiatives.
• Provide human resources administrative support.
• Manage the Department’s vehicle program.
• Maintain confidentiality of all sensitive information and comply with policies.
• Commit to equity, diversity, and inclusion in daily work.

Job description

Colorado Department of State

THIS ANNOUNCEMENT WILL REMAIN OPEN FOR THE SPECIFIED TIME AND IS OPEN ONLY TO CURRENT RESIDENTS OF THE STATE OF COLORADO AT THE TIME OF SUBMITTING YOUR APPLICATION.

SERVICE. INNOVATION. INTEGRITY. EXCELLENCE. INCLUSION.
Are you looking for a career that allows you to improve your world and the world around you? The Colorado Department of State (CDOS) is seeking diverse individuals from all backgrounds to apply for a position that makes a direct impact on enhancing the lives of Coloradans.
If your goal is to build a career that makes a difference through the work you do each day, consider joining the dedicated employees of the Colorado Department of State. Whether working from your home or collaborating onsite, your professional experience will be connected and meaningful. Our office offers an RTD Eco-pass (currently free of charge), a secure bike room accessible only to building tenants, and is conveniently located near Civic Center Station, RTD light-rail lines, and the 16th Street Mall. In addition to a great location and fulfilling, impactful work, we offer:

• Employee wellness programs and an on-site fitness center


• 12 paid holidays per year plus generous personal time off and sick leave


• Access to a diverse array of technical, leadership, and supervisory training opportunities


• Strong, yet flexible retirement benefits including a choice of the PERA Defined Benefit Plan or the PERA Defined Contribution Plan, plus optional 401K and 457 plans


• Medical and dental health plans


• Paid life insurance


• Automatic short-term (and optional long‑term) disability coverage


• Excellent work‑life balance through flex schedules, flexplace/remote work, and ad‑hoc arrangements

Some positions may qualify for the Public Service Loan Forgiveness Program. For more information, go to: https://studentaid.gov/manage-loans/forgiveness-cancellation

Our Culture & Environment:
Coloradans come from all walks of life and so do we.
Who We Are
Our mission is to make government easy and accessible for people to further democracy, support economic opportunity for all Coloradans, and demonstrate a standard of integrity and excellence. Our vision is to ensure all Coloradans have a voice in our future, help Coloradans and their businesses thrive, and be the best at what we do.
What We Believe
The State of Colorado is an Equal Opportunity Employer. At the Colorado Department of State, we are dedicated to equity, diversity, and inclusion. We are committed to building work environments that are inclusive and reflect our communities and the diverse talents of all people. We highly encourage people from all backgrounds, identities, and abilities to apply.
Our agency website: Colorado Secretary of State's Office

Administration Division

The Administration Division of the Department of State provides operational support to the Department, including human resources, finance, office management, legal and policy, eLearning, communications, legislation, and direct support to the Office of the Secretary of State. The Division works collaboratively to meet the needs of the Department staff and community stakeholders. Through the execution of each program, the Administration Division seeks to ensure alignment with key performance goals and uphold the mission, vision, and values of the Department.

HR/Operations Unit

The work unit serves as the central team for organizing and facilitating essential administrative functions for the Department. The unit plays a critical role in enhancing organizational productivity by efficiently managing administrative tasks, enabling each division to focus on their core functions, and promoting an efficient and compliant work environment.

The unit handles functions such as human resources, time-keeping administration and support, employee benefits, recruitment and selection facilitation, office management, records management, financial administration, department-wide training, and facilities management.

Illustration of key duties

• Co-lead operation and facilities work for the office by:
  
  
  
  • Building and maintaining relationships with the building management team, building security, office employees, and various recurring vendors.
  
  
  • Maintaining Department furniture inventory and working with other authorities to replace or order new furniture as approved.
  
  
  • Monitoring facility and conference room inboxes and managing requests.
  
  
  • Processing division’s incoming mail and email.
  
  
  • Assisting in safety/security projects and initiatives.
  
  
  
  


• Provide human resources administrative support.


• Manage the Department’s vehicle program.


• Maintain confidentiality of all sensitive and personal identifying information, personnel information, and any other confidential or proprietary information, as well as comply with all State and Department policies regarding professional conduct and professional practices.


• Maintain a commitment to equity, diversity, and inclusion (EDI).

Program Assistant Class Description and Minimum Qualifications

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:

H4R1XX Program Assistant I

MINIMUM QUALIFICATIONS

This position requires a total of four (4) years of relevant professional experience and/or education in a field of study related to the work. To be considered for this position, your application must clearly demonstrate that you meet one of the following options outlined below:

OPTION 1 -

Four (4) years of professional experience in supporting an office program by coordinating meetings, schedules, calendars, trainings, or other program activities; tracking and recording data using spreadsheets, databases, or tracking programs; and reviewing documents for accuracy and completeness.

OR

OPTION 2 –

Experience and/or Education – Be sure you’ve attached a copy of your unofficial transcript to qualify for this option. (You may redact information that identifies age, date of birth, or dates of attendance at or graduation from an educational institution.)

A combination of related education and/or relevant professional experience as defined in Option 1 to equal four (4) years. Related education includes successful course credits from an accredited institution