CDOC - Administrative Assistant III - Denver Complex

State of Colorado; Denver (CO); On-site; USD 42,000 - 62,000; Full time

Benefits offered by this job

PERA retirement benefits

Health and dental plans

11 paid holidays and vacation/sick-le•

Tuition reimbursement

Wellness program

Job summary

State of Colorado seeks an Administrative Assistant III at the Denver Correctional Complex. The role requires handling clerical duties, data entry, and records management while ensuring confidentiality and clear communication with staff and stakeholders.

Minimum qualifications include three years of related experience or equivalent education/experience, with strong proficiency in Microsoft Office and office technologies. Applies to Colorado residents only; bi-weekly compensation applies.

Qualifications

• Three (3) years of relevant administrative experience or education/experience combination.
• Experience with general clerical duties including data entry, document processing, scheduling, and records management.
• Ability to follow instructions, maintain confidentiality, and communicate clearly in English.

Responsibilities

• Receives and screens inquiries and ensures follow-up is completed.
• Instructs customers on forms and processes; manages correspondence and meeting scheduling.
• Maintains employee personnel files and data using appropriate software; prepares reports and documents.

Skills

Microsoft Office

Data entry

Communication

Tools

DCIS

PCDCIS

Access

Job description

Who May Apply

This position is only open to Colorado state residents.

Job Location

Denver Correctional Complex. The resulting eligibility list may be used to fill future vacancies at this location.

If your goal is to build a career that makes a difference and builds greater public confidence in good government, consider joining the dedicated people of the State of Colorado. Our professionals strive to support state government and the citizens 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 effective and efficient.

In addition to a great agency and rewarding, meaningful work, we offer:

• Distinctive career advancement opportunities throughout the state system;
• Strong, secure, yet flexible retirement benefits including PERA Defined Benefit Plan or PERA Defined;
• Contribution Plan plus 401K and 457 plans. Correctional Officers I-IV qualify as "Safety Officers" and are eligible for increased PERA benefits;
• Medical and dental health plans;
• Short and long term disability coverage;
• Paid life insurance;
• 11 paid holidays per year plus vacation and sick leave;
• Wellness program, tuition reimbursement, training opportunities and more;
• Visit State of Colorado Employee Benefits. for more information.
• This position is compensated on a bi-weekly pay cycle.

Primary duties and responsibilities of this position include but are not limited to:

• Receives and screens inquiries and ensures response and/or follow-up are completed;
• Research information to resolve problems or concerns when the solution is unclear;
• Instructs customers on filling out forms/documents;
• Distribute mail accordingly;
• Schedules meetings and administrative appointments;
• Takes /transcribes/distributes meeting minutes as requested;
• Ensures clear and concise communication with customers, co-workers, supervisors, and appointing authority;
• Create, compile and build employee personnel files. Maintain confidentiality of information. File all documentation into electronic personnel files;
• Position creates, maintains and tracks data using appropriate software;
• Verify adequate releases, gather information, monitor the review of files as requested by employees, supervisors, investigators, and attorneys;
• Scan and upload release documents into current files;
• Provide accurate information to approved stakeholders as it relates to employment verifications, employment dates, salary and work titles;
• Utilizes Microsoft Word, Access, Excel, Power Point, DCIS, PCDCIS and other computer programs to enter, track, and retrieve data;
• Distributes information via mail, e-mail, and fax to appropriate parties;
• Establishes, maintains, and updates office record keeping systems, tickler files, forms, internal logs, and reminder notices;
• Drafts, prepares, edits, and publishes correspondence, documents, reports, etc., from written material or verbal instruction;
• Designs and revises documents to include hand-outs, flyers, instructions, manuals, etc.;
• Handles facility purchasing using a C-card;
• Other duties as assigned.

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

G3A4XX Administrative Assistant III

Minimum Qualifications

Experience Only:

Three (3) years of relevant experience in an occupation related to the work assigned to this position

General clerical duties may include the accurate and timely completion and processing of documents and information; data entry; printing; scanning and making copies; scheduling; accepting reservations or registrations; arrange meeting logistics and equipment; reception and intake; record keeping, filing and maintenance; answering multiline phones and relaying messages; and general administrative tasks in an office support environment.

Or

Education and Experience: A combination of related education and/or relevant experience in an occupation related to the work assigned equal to three (3) years

Ensure that the “Work Experience" section of the application is complete and contains all relevant work experience related to the position that you are applying for. This information will be used to help determine compensation for the position. "See resume" statements cannot be accepted in lieu of the "work experience" section of the application. Additional work experience will not be accepted after the job announcement close date for compensation purposes.

Employees who are rehired or reinstated within six months of their separation will return at either their previous pay rate if hired into the same class level or based on their time in the class series, whichever is higher.

Required Competencies

• Self-control, a strong sense of ability to work in stressful, potentially violent situations;
• Ability to remain alert, emotionally stable, and mentally resilient under pressure and observant throughout their shift;
• Tolerance to stress, confinement, and high-stakes interaction;
• Ability to read and comprehend the English language;
• Ability to effectively communicate fluently in English both verbally and in writing;
• Ability to create accessible documents and technical content that follows plain language guidelines with accessibility in mind;
• Established proficiency in position‑related office technologies, especially Microsoft Office (Word, Excel and PowerPoint);
• Ability to work directly with offenders in a prison environment;
• Exceptional interpersonal/customer service skills;
• Excellent written and oral communication skills;
• Efficient management/input of data and tracking;
• Strong ability to multi‑task and demonstrate flexibility;
• Impeccable organizational, planning and prioritizing skills;
• Precise attention to details.

Preferred Qualifications

• Experience proof‑reading, editing, or creating documents;
• Experience supporting a program or work unit;
• Experience with data‑entry, checking and verifying;
• Experience with National Crime Information Center (NCIC) and Colorado Crime Information Center (CCIC);
• Experience working with confidential information;
• Experience creating and maintaining budgets and budget reports;
• If you are using the substitution, one year of clerical experience is preferred.

IMPORTANT INFORMATION

The Assessment Process: Your application will be reviewed to determine if you meet the minimum Qualifications (MQ's). Applicants that meet MQ’s will be included in the Comparative Analysis process. Colorado Revised Statutes require that state employees are hired and promoted through a comparative analysis which may include, but is not limited to, a suitability screening, Online Assessment, oral assessment, written performance assessment or it may include a review of your application material and your responses to any supplemental questions by a Subject Matter Expert (SME) to assess and rank applicants in order to establish an eligible list for referral to the hiring manager for final consideration.

Be sure the “Work Experience” section of your application is complete and specifically addresses your qualifications, experience, and accomplishments as they relate to the Description of the Job, Minimum Qualifications, Required Competencies and Preferred Qualifications as listed above. Resumes and “see resume” statements will not be accepted in lieu of the “Work Experience” section of the application. Failure to include adequate information or follow instructions by the closing date may result in your application not being accepted and or may affect your score, rank or inclusion in the final pool of eligible applicants.

Employees who are rehired or reinstated within six months of their separation will return at either their previous pay rate if hired into the same class level or based on their time in the class series, whichever is higher. Those rehired or reinstated after six months' separation will be calculated using the same formula for new hires and promotions.

Please note that while this change in role may constitute a change in title and/ or responsibility, salary adjustments are not guaranteed and may be influenced by factors such as internal pay equity, budget constraints, market benchmarks, or the individual’s current compensation level. Any changes to compensation will be determined separately and communicated accordingly.

If you have transcripts, a license or other relevant documentation regarding your qualifications, upload and attach copies to your application.

If an unofficial copy of transcripts is being submitted at the time of application, 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 materials. Failure to provide a transcript or credential evaluation report may prevent your application from moving forward in the selection process.

Under the Job Application Fairness Act (SB 23-058), applicants may redact information from certificates and transcripts that identify their age, date of birth or dates of attendance from an educational institution.

In order to process a background investigation, your application must include at least ten years of the most current work experience unless experience related to the job for which you are applying is later than ten years. Failure to provide this information could result in delays and/or elimination from the background investigation process.

Toll Free Applicant Technical Support: If you experience technical difficulty with the NEOGOV system (e.g. uploading or attaching documents to your online application) call NEOGOV technical support at 855-524-5627 Mon-Fri between 6 am and 6 pm (Pacific Time). Helpful hints: if you are having difficulty uploading or attaching documents to your application first, ensure your documents are PDF or Microsoft Word files and second, close the document before you attempt to upload (attach) it.

You are encouraged to print a copy of this announcement for your records

Conditions of Employment

All job offers are contingent upon a successful medical screening by a healthcare professional, certifying the candidate's ability to perform the essential functions of the position. Applicant must consent to hold harmless CDOC and its agents and staff from any liability arising in whole or in part from the testing and the use of this information in connection with CDOC’s consideration of application for employment.

• Must be 21 years of age
• Although a valid driver's license is not required for this position, transportation to and from the facility is mandatory to ensure entry through secured checkpoints. Facilities maintain continuous 24/7 security control, and authorized vehicle access is required for entry into the complex.
• Possess a high school diploma or GED
• Former State employees who were disciplinarily terminated or resigned in lieu of termination are required to: Disclose the details of the prior termination or resignation on the application. Explain why the circumstances of the prior separation should not disqualify the applicant from the current position. Provide your employee number from your prior State employment. Absent extraordinary circumstances, prior disciplinary termination or resignation in lieu of termination and failure to provide this information will disqualify the applicant from future State employment with CDOC.
• Have NO felony convictions, to include any actions defined in 5 U.S.C. 301; U.S.C. 509, 510; 42 U.S.C. 15601-15609. The CDOC shall not hire nor promote anyone who may have contact with an offender who has engaged in sexual abuse which includes acts, activity, and sexual behavior, in a prison or other institution as defined in 42 U.S.C. 1997; or has been convicted of engaging or attempting to engage in sexual activity in the community facilitated by force, overt or implied threats of force or coercion, or if the victim did not consent or was unable to consent or refuse, or has been civilly or administratively adjudicated to have engaged in the activity described in the above paragraph. The agency shall consider any incidents of sexual harassment in determining whether to hire anyone who may have contact with offenders or residents.
• Applicants must have valid U.S. work authorization at the time of application; DOC cannot provide H‑1B sponsorship at this time.
• Successfully pass all modules of the six‑week Colorado Department of Corrections Basic Training to include English reading comprehension, relevant competency assessments and written/practical exams in Defensive Tactics.
• Possess the physical ability to successfully complete Defensive Tactics
• Will be exposed to Oleoresin Capsicum during Basic Training and will be exposed while on assignment
• Must be able to see and hear in order to observe and respond to potential breaches in safety and security
• Seize, hold, control or subdue violent or assaultive persons and defend oneself or others to prevent injury
• Demonstrate body agility, strength of all four limbs and the ability to walk and climb stairs consistently
• Work in situations involving assaultive behavior, physical control of another person and/or restraint situations
• Deal with individuals with a range of moods and behaviors, utilizing tactfulness and a congenial, personable manner
• Work with people of the opposite sex, diverse racial ethnic groups, mentally ill and emotionally disturbed offenders
• Communicate by talking, listening and/or signaling people to convey or exchange information, assignments
• Work in an environment with fluctuating noise and temperature (hot and cold) which may include working outdoors in inclement weather and/or concrete floor/wall work settings
• Willing and able to travel
• Willing and able to work various shifts, days, afternoons, graveyards (nights) which includes a rotating shift schedule
• TB screening is required of all new employees upon hire

Successful completion of a background investigation is required. Should applicant’s background reveal criminal charges, it shall be the responsibility of the applicant to provide the Department of Corrections with written/official disposition of any charges.

The CDOC is committed to a work environment free from illegal drugs and alcohol. Employees may use marijuana in their personal time but are prohibited from working while under the influence of any substance, including marijuana. A drug test will be administered to all new employees; employees must successfully pass. Random drug screening will occur throughout employment.

Exception: Peace Officer Standards and Training (POST) certified employees are prohibited from the use of marijuana. Health care professionals must check their licensing requirements regarding marijuana use.

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. 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 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.

After submitting an application, you should receive an email acknowledging your submission. If you do not get the email, please check to ensure you have actually submitted the application and typed the correct email address on the application.

Include a working email address on your application; one that is checked daily as time sensitive correspondence WILL take place via email. You may receive email notifications from a Colorado Dept. of Corrections employee or from this email address: [e-mail]. 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 do not receive correspondence soon after the closing date or if you have questions about this job announcement, please contact Kayla Salazar at [e-mail].

SCHEDULED DATES OF POSSIBLE APPLICANT ASSESSMENTS WILL NOT BE MADE UP. IF YOU FAIL TO SHOW AT THE APPOINTED DATE/TIME, MAKE‑UPS WILL NOT BE ALLOWED.

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 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 Colorado Department of Corrections 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 Employee Relations Specialist, Kristen Lange, at [e-mail] or call 719-728-0270.

ALL DEPARTMENT OF CORRECTIONS FACILITIES AND BUILDINGS ARE TOBACCO FREE.

WE STRONGLY ENCOURAGE PROTECTED CLASSES TO APPLY.