CBI Administrative Assistant II

State of Colorado; Denver (CO); On-site; USD 27,000 - 37,000; Full time

Job summary

The State of Colorado is seeking an Administrative Assistant II to provide essential support for the Biometric Identification and Records Unit (BIRU) within the Colorado Bureau of Investigation. This role primarily operates in person, supporting the DIS team and public interactions.

Responsibilities include front-desk duties, document processing, and data entry, with a focus on accuracy, confidentiality, and customer service. Colorado residency is required.

Qualifications

• Two years of administrative, clerical, reception, or customer service experience in an office.
• Experience interacting with internal or external customers.
• Proficiency with Microsoft Office or Google Workspace.
• Ability to handle confidential information and manage documentation.

Responsibilities

• Provide general administrative support and front-desk coverage for DIS team.
• Explain procedures to the public and department members; handle confidential matters.
• Monitor documents for uniformity and timely compliance; process incoming mail and seals.
• Answer calls and emails; log seals orders and maintain the seals log.
• Maintain records, perform data entry, and assist section managers as needed.
• Coordinate with CCIC/NCIC and other agencies to support customers.

Skills

Customer service

Communication

Organization

Attention to detail

Adaptability

Problem solving

Tools

Microsoft Office

Google Workspace

Job description

Department Information

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

A eligible list established with this recruitment may be used to fill other similar positions within the Colorado Department of Public Safety in the next 12 months.

Our Mission - Engaged employees working together to safeguard lives and to provide diverse public safety services to local communities.

Our Vision - Creating safer and more resilient communities across Colorado.

Our Core Values – Unity, Honor, Service

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.

At CDPS we nurture a centric culture driven by our commitment of creating a safer Colorado, an inclusive workplace where everyone can be their own authentic self. We model a culture of collaboration, support and growth to our employees. Our culture has public service focus, and we strive to provide innovative solutions and services to our fellow Coloradans!

Classification And Salary

ADMINISTRATIVE ASSISTANT II

Anticipated Hiring Range: $19.35 - $22.00/hour

Full Salary Range: $19.35 - $27.10/hour

Description of Job

About The Work Unit

The Biometric Identification and Records Unit (BIRU) of the Colorado Bureau of Investigation (CBI) supports law enforcement agencies as well as the public. It is the responsibility of this unit to maintain and update all information stored in the Multi Biometric Identification System (MBIS), used in the identification of fingerprints, and the Colorado Crime Information Center (CCIC), which houses all fingerprint based Colorado criminal history record information (CHRI) records. Colorado is an open records state and this information is available to the public.

Work Environment

• Typical work hours: Monday-Friday, 8:00 am - 5:00 pm.
• Primary work will be in an office. Majority in-person position.

About The Job

To provide administrative office support for BIRU activities and to ensure the efficient operation of the Data Integrity Specialist (DIS) team. This position will provide assistance and information to the general public and numerous other agencies as appropriate. This includes managing and processing documents generated by DIS, incoming documents and information from other law enforcement agencies and additional admin support to other section managers.

Key Responsibilities

General Administrative Support

• Interprets and explains basic operational procedures and rules to the public and other department members. Transacts confidential matters including correspondence of seals, criminal history requests, and dispositions.
• Monitors administrative documents ensuring uniformity and timely compliance to include handling all new incoming seals, criminal history requests, and dispositions.
• Reviews and identifies discrepancies, gathers and organizes information for management and leadership.
• Monitors DIS standard operating procedures.
• Extracts and reviews relevant information from CCIC, NCIC, SDDS, ICHC, and MAS to effectively support customers.
• Answers and routes calls and emails for DIS.
• Handles incoming mail and delivers them to the appropriate unit for processing.
• Logs incoming Seal orders accurately into the seals log.
• Monitors and responds to team emails daily.
• Processes and manages incoming mail.
• Provides telephone assistance and customer support.

Front Desk Duties

• Maintains the front desk of the 690 Kipling building, dealing with phone calls received and directing the calls to the various Division sections.
• Assists customers seeking different services such as ID records challenges, seals, coordinating fingerprinting being done for various reasons.

Minimum Qualifications, Substitutions, Conditions Of Employment & Appeal Rights

Note, to be considered for this position, you must meet the following option for consideration.

Minimum Qualifications

Two (2) years of experience providing administrative, clerical, reception, or customer service support in a professional office environment, including direct interaction with internal or external customers.

OR

A combination of related education and experience providing administrative, clerical, reception, or customer service support in a professional office environment, including direct interaction with internal or external customers equal to two (2) years. If education is substituted for work experience, an unofficial transcript of the relevant education must be provided with your application.

Preferred Qualifications

• Experience working a government, public safety, law enforcement, or similarly regulated environment.
• Experience providing front-desk, reception, or customer service support in a professional office environment.
• Experience greeting visitors, answering and directing phone calls, and responding to routine inquiries.
• Experience maintaining records, processing documents, and performing accurate data entry.
• Experience using Microsoft Office Suite, Google Workspace or other standard office technology.

Required Competencies

• Customer service - Provides professional and responsive service to internal and external customers.
• Communication - Conveys information clearly and professionally, both verbally and in writing.
• Organization - Organizes work, manages multiple routine tasks while maintaining front-desk coverage.
• Attention to Detail - Accurately records, enters, retreives, and maintains information.
• Adaptability - Adjusts to changing priorities, interruptions, and varying levels of front-desk activity while maintaining effective services and accuracy.
• Problem Solving & Judgement - Resolves routine issues using established procedures and recognizes when matters require escalation.

CONDITIONS OF EMPLOYMENT

• Must be a Colorado resident at the time of application.
• Requires successful completion of a background investigation that includes a polygraph exam, Personnel Evaluation (PEP) assessment, a fingerprint based criminal, financial, employment history search and drug testing.

APPEAL RIGHTS

If you receive notice that you have been eliminated from consideration for the position, you may protest the action by filing an appeal with the State Personnel Board/State Personnel Director within 10 days from the date you receive notice of the elimination. Also, if you wish to challenge the selection and comparative analysis process, you may file an appeal with the State Personnel Board/State Personnel Director within 10 days from the receipt of notice or knowledge of the action you are challenging. Refer to Chapters 4 and 8 of the State Personnel Board Rules and Personnel Director's Administrative Procedures, 4 CCR 801, for more information about the appeals process. The State Personnel Board Rules and Personnel Director's Administrative Procedures are available at www.colorado.gov/spb. A standard appeal form is available at: www.colorado.gov/spb. 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 10 days of your receipt of notice or knowledge of the action: Colorado State Personnel Board/State Personnel Director, Attn: Appeals Processing, 1525 Sherman Street, 4th Floor, Denver, CO 80203. Fax: [phone]. Phone: [phone]. The ten-day deadline and these appeal procedures also apply to all charges of discrimination.

Supplemental Information

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.

Colorado Department of Public Safety 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 Human Resources department at [e-mail].

RECRUITMENT TIMELINE INFORMATION AND IMPORTANT NOTES

• Applications are considered complete and accurate at the time of submission. Therefore, additional information may not be solicited or accepted after your application has been received.
• Closing Date: All applications that are received by the closing of this announcement will be reviewed against the Minimum Qualifications in this announcement. Candidates who meet the minimum qualifications may proceed to the next step. Colorado Revised Statutes require that state employees are hired and promoted based on merit and fitness through a comparative analysis process.
• Supplemental Question: Effective responses to Supplemental Questions will directly relate to your professional experience, career accomplishments, and views about organizational values and approaches, and how they relate specifically to this position and requirements as you understand them. Answers generated by AI-tools will typically be unresponsive.
• Transcripts: An unofficial copy of transcripts must be submitted at the time of application should education be used as qualification. Transcripts from colleges or universities outside the United States must be assessed for U.S. equivalency by a NACES educational credential evaluation service. This documentation is the responsibility of the applicant and must be included as part of your application. Failure to provide a transcript or credential evaluation report may prevent your application from moving forward the selection process.
• Military Veterans: If you are a military veteran you must submit a copy of your DD-214, Member 4 Copy, and VA disability letter if available/applicable at the time of application so we can determine if you are eligible for veteran's preference points. Military personnel who are stationed outside of Colorado may be eligible for this position by submitting the completed DD-2058 "State of Legal Residence" form.
• Application Tips: For an overview of State of Colorado application process and application tips, please view this video.
• Resumes, Cover Letters, or other documents submitted: will not be reviewed, assessed, or used in the initial stages of the comparative analysis (transcripts submitted to verify that the applicant does not meet either the education requirement or minimum qualification substitution are exempt from this).
• Notifications All correspondence regarding your status in the selection/examination process will be sent via email to the email address listed on your application. Include your current working email address on your application and check the email provided on your application frequently as you could receive time sensitive correspondence regarding this position. We highly recommend that you set up your email 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 the junk mail and spam filtered email.
• Comparative Analysis Steps may include
  • eSkill assessment - 9/4/26 - 9/11/26
  • Panel interview - week of September 21st