DFPC FLSS Administrative Assistant - Temporary Aide

State of Colorado; Lakewood (CO); On-site; USD 34,000 - 39,000; Full time

Job summary

The State of Colorado, Division of Fire Prevention and Control, is seeking a Temporary Aide. This on-site position handles administrative tasks, licensing, payments, mail processing and customer support in a public safety environment.

The role requires 2 years of relevant experience or an equivalent combination of education and experience, with strong office software skills. Temporary status with potential 9-month duration and standard M-F work hours.

Qualifications

• Two years of experience providing administrative, clerical, reception, or customer service support in a professional office environment.
• A combination of related education and experience equal to two years.
• If education is substituted for work experience, an unofficial transcript must be provided with your application.

Responsibilities

• Process license applications for Pre-Qualified Building Departments and for the Special Inspector and Delegated Building Inspector Certification Programs.
• Review applications for completeness, note missing documentation, contact the applicant, verify fees, and route to staff for approval.
• Process payments, issue permits, and email certificates to applicants.
• Receive, open, sort, and distribute mail; archive permits and plan reviews as assigned.
• Process license applications for Fireworks programs; perform background checks as needed and issue licenses.
• Provide internal and external customer support; answer phones and greet visitors.

Skills

Administrative support

Customer service

Data entry

Microsoft Office

Google Workspace

Tools

Microsoft Office

Google Workspace

Job description

This position is open residents and non-residents of Colorado. Non-residents will be required to establish Colorado residency prior to start date.

This is a temporary positions that will last no longer than 9-months and could end earlier.

Please Note: An 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 dedicated to non-discriminatory practices in everything we do, including hiring, employment, and advancement opportunities.

At CDPS, our culture is driven by our commitment to creating a safer Colorado and guided by a public service focus. We strive to provide effective solutions and services to our fellow Coloradans. We model a culture of collaboration, innovation, and growth for our employees. We maintain a professional and inclusive workplace.

Careers with a purpose:

If you are passionate about public safety and public service, and are eager to dedicate your career to serving Coloradans, consider joining CDPS. Our team at CDPS consists of exceptional individuals and is an environment where you can challenge yourself and acquire new capabilities to build a rewarding and fulfilling career.

We are committed to providing public safety services to our communities including safety on our roads, preparing for and mitigating environmental disasters such as floods and wildland fires, disaster recovery, combating crime, promoting school safety, and victim services.

Classification and Salary:

• Temporary Aide
• Anticipated Hiring Range: $25/hour

DIVISION OF FIRE PREVENTION AND CONTROL

This position is located within the Division of Fire Prevention and Control.

The mission of the Colorado Division of Fire Prevention and Control is to safeguard those that live, work, learn, and play in Colorado by reducing threats to lives, property and the environment. The Division safeguards the public through: fire prevention and code enforcement; wildfire preparedness, response, suppression, coordination, and management; training and certification; public information and education; and technical assistance to local governments.

ABOUT THE WORK UNIT

The Fire and Life Safety Section administers the fire, building, and life safety codes adopted by the Division. The Section is also available to assist local fire and/or building officials with plan review, inspection, or code analysis of non-regulated facilities, at their request. In addition, the Section is available to assist local fire and/or law enforcement agencies with fire origin and cause investigations at their request.

WORK ENVIRONMENT

• Mostly sedentary
• This position will be 100% onsite.
• The primary working hours of the position are M-F 8:00am - 5:00pm

KEY RESPONSIBILITIES

Inspector Certifications and Building Department Registration Programs Position receives and processes license applications for Pre-Qualified Building Departments, and for the Special Inspector and Delegated Building Inspector Certification Programs. The position reviews applications for completeness, notes missing documentation and contacts the applicant, verifies that the correct fees have been paid, and passes complete and accurate applications to the appropriate staff for approval. After approval of the application, the position processes the payment, issues and sends the appropriate registration or permit certificate to the applicant via e-mail.

Payment Processing The position receives and processes building and fire permit and inspection fees for new construction projects or existing facilities. The position reviews the fees for completeness and accuracy, then documents and communicates the required information to ensure proper and timely processing of the applications. The position records the invoice information into the database and tracks the progress of each application in order to respond to customer inquiries. Issues or packages and ships approved permits to customers upon request.

Processing Mail, Archiving Permits, Other Duties As Assigned Position receives, opens, sorts and distributes mail for the Fire and Life Safety Section. Position may be asked to perform other duties to meet the mission of DFPC. Position archives all completed Health Facility and Public School permits and plan reviews.

Fireworks Regulatory Program Position receives and processes license applications for Retailers, Display Retailers, Wholesalers, and Exporters of Fireworks; Fireworks Trade; Display Permits; and certifications for Display Operators and Pyrotechnic Operators. The position reviews applications for completeness, requests background checks as needed (via Colorado Bureau of Investigation, aka CBI), accurately enters the applicant’s information into a database, processes payment, issues licenses or permits, and provides applicants with license or permit via e-mail and/or mail.

Customer Service and Support Position provides internal and external customer support. Answers phones, screens and directs calls, and takes messages. Greets customers. Prepares, provides and exchanges information with callers and visitors and refers them to the appropriate DFPC staff.

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

Education and Experience, Knowledge, Skills

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

• Requires successful completion of a background investigation that includes a polygraph exam, a fingerprint based criminal search, and drug testing.

ARE YOU IN NEED OF AN ACCOMODATION?

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 NOTICES

• 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 materials. Failure to provide a transcript or credential evaluation report may prevent your application from moving forward in the selection process.
• 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 meets 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 your junk mail and spam filtered email.