DOLA - Program Assistant I

State of Colorado; Denver (CO); On-site; USD 55,000 - 75,000; Full time

Benefits offered by this job

Medical and Dental Plans

Retirement Plans

Employee Wellness Programs

Paid Life Insurance

Paid Holidays

Flexible work schedule

Training opportunities

Job summary

The Colorado Department of Local Affairs is seeking an Education Program Administrator to support the Property Tax Division. This role requires a Colorado resident and 4 years of governmental experience.

Responsibilities include coordinating training sessions, managing communications, and providing administrative support to enhance property tax education. This position values customer service skills, attention to detail, and organizational abilities.

Qualifications

• 4 years of experience supporting a governmental division.
• Experience in managing web content or social media.
• Ability to create accessible documents following plain language guidelines.

Responsibilities

• Provide administrative support to the Property Tax Administrator.
• Assemble and distribute the DPT weekly bulletin.
• Coordinate training opportunities and maintain the division's website.
• Assist with data input for the State Assessed Section.

Skills

Customer service skills

Attention to detail

Organizational skills

Verbal communication

Written communication

Independence

Multi-tasking

Interpersonal skills

MS Office proficiency

Google Suite proficiency

Education

High school diploma or equivalent

Related education in program administration

Tools

Databases

Microsoft Excel

Job description

Who can Apply

This opportunity is only open to residents of the State of Colorado.

About the Colorado Department of Local Affairs

The Department of Local Affairs (DOLA) serves as the primary interface between the State and local communities. The Department provides financial support to local communities and professional and technical services (including training and technical assistance) to community leaders in the areas of governance, housing, and property tax administration. While all state governments provide such services through various Departmental structures, Colorado’s approach is unique in that these local community services are gathered into one Department of “Local Affairs,” which has a central focus on strengthening Colorado communities and enhancing livability.

Vision

The Department of Local Affairs is responsible for strengthening Colorado's local communities through: accessible, affordable, and secure housing; implementing property tax law; capacity building; strategic training, research, and technical assistance; and funding to localities.

Mission

Our mission is to help strengthen Colorado’s communities.

Why work for the Colorado Department of Local Affairs?

The work we do matters greatly. It matters to us and it matters to the citizens of the great state of Colorado. We love our communities and are passionate about supporting our communities. We value the diversity that Colorado offers. If your goal is to build a career that makes a difference in communities across the State, consider joining the dedicated people of the Department of Local Affairs.

Benefits

In addition, we offer a great location and great benefits, which include:

• Medical and Dental Plans

• Strong, secure, yet flexible Retirement Plans including PERA Defined Benefit Plan or PERA Defined Contribution Plan plus pre-tax and ROTH 401K, and 457 plans

• Employee Wellness Programs

• Paid Life Insurance

• 11 paid Holidays per year plus Vacation and Sick Leave

• Short and Long-Term Disability Coverage

• RTD Eco Pass to all eligible State Employees

• Flexible work schedule options and hybrid work options

• Some positions may qualify for the Public Service Loan Forgiveness Program

• Training opportunities

• Variety of Free discounts on services and products available through the State of Colorado's Work-Life Employment Discount Program

The Division of Property Taxation (DPT) exists to coordinate and administer the implementation of property tax law throughout the sixty-four counties of Colorado to ensure that valuations are uniform and that each property class is responsible for its fair share of the total property tax obligation. This includes providing technical assessment assistance and promoting the equalization of property valuation. In addition, this work unit provides support and technical expertise to the Governor, General Assembly, State Board of Equalization, County Boards of Equalization, Board of Assessment Appeals, Statutory Advisory Committee, and the general public. It also creates and maintains policy manuals, advanced education curricula, and on-site training and assistance for county assessors and their staff. The work unit assists and enhances the efficiency and effectiveness of county assessors and their staff by creating and implementing techniques, education, training on unique issues and other technical assistance on a wide spectrum of statewide issues concerning complex administrative and appraisal processes.

This position provides programmatic and administrative support to the Property Tax Administrator and Division of Property Taxation. It supports the Budget Analyst and serves as Board Coordinator with State Board of Equalization and Statutory Advisory Committee meetings, and assists in Law Seminar and New Assessor Orientation coordination. The position is responsible for assembling and distributing the DPT weekly bulletin, making travel and meeting arrangements, recording and writing the first draft of the minutes of meetings, performing data entry into various databases, maintaining the division’s website and providing customer service to county officials, taxpayers, legislators and the general public. The position assists with gathering of data and assembling the Annual Report to the Governor. This position is the program administrator for the Division’s Education Program.

Education Program Administrator

• Oversees registrations, invoicing, completion certificates, scheduling, venue reservations and other aspects of the Division of Property Taxation Education Program.

• Assistance to county assessors, assessment staff and internal instructors regarding the Division of Property Taxation Education Program.

• Monitoring and updating the education calendar and preparing and organizing course folders and ensuring proper course documents are included.

• Plans, organizes, and develops the necessary procedures to establish best practices for the education folders and material management and distribution.

Programmatic Support

• Assists the Property Tax Administrator, section managers and personnel within the work unit and agency.

• Interprets, explains, and applies basic principles, rules, regulations, policies, precedents, guidelines, and objectives specific to work assignment.

Administrative Support to Property Tax Administrator and Division Management

• Direct administrative support for the Property Tax Administrator (PTA), Deputy Director and State Assessed Section.

• Ordering Office Supplies/Equipment Management/CheckLog

  • With input from the Budget Analyst/Board Coordinator determines appropriate funding source(s) to use when processing office supply orders or other purchase requests, and clears larger purchases with PTA prior to ordering.

State Board of Equalization / Statutory Advisory Committee Program Management

• Position is the direct staff member responsible to the State Board of Equalization (SBOE) and the Statutory Advisory Committee (SAC) to the Property Tax Administrator.

• Provides coordination, support and relevant information to the Property Tax Administrator in relation to board actions as necessary.

• Position creates notices of meetings and scheduling of meetings for both SBOE and SAC.

  • This requires original outreach and communications to members.

  • This includes the coordination of data internal to the Division and external data provided by the Auditor hired by Legislative Council to audit Colorado County Assessor offices annually.

  • Works with the Attorney General Representatives assigned to the boards; facilitates, coordinates and ultimately distributes information to board members, stakeholders and the public.

Customer Service & Communication

• Receives and screens inquiries and ensures response and/or follow-up are completed.

• Ensures clear and concise communication with customers, co-workers, supervisors, and appointing authority.

• Researches information to resolve problems or concerns when the solution is unclear.

Division Lead on Website Management

• Maintain Division website ensuring all necessary information contained therein is current.

• Provide information that needs to be uploaded, updated, changed or removed to DOLA’s Digital Communications Team.

• Update website information including notification of public meetings, changes to the Assessors’ Reference Library, Annual Statements of Property for State Assessed taxpayer access, application and information for the timely filing of Exempt property Annual Reports and other information.

Data Input and Support for State Assessed Section

• Logs in approximately 300 State Assessed extension requests and 630 Annual Statements of Property (ASOPs).

• Tracks extension requests and sends confirmation letters.

• Enter data for the state assessed section as necessary from company Annual Statements of Property.

Class Code & Classification Description

H4R1XX - Program Assistant I

MINIMUM QUALIFICATIONS

Experience Only:

Four (4) years of experience supporting a governmental division or program, providing administrative assistance, coordinating social media and/or managing web content.

OR

Education and Experience: A combination of related education in program administration, administrative assistance, office management or a closely related field (as determined by the agency) AND experience as described above equal to Four (4) 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.

Applicants must upload their unofficial college transcripts that include the student name, college name, courses completed and/or degree with date conferred with this application, in order to receive credit.

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

Required Competencies

• Ability to create accessible documents and technical content that follows plain language guidelines with accessibility in mind.
• Strong customer service skills
• Strong attention to detail
• Strong organizational skills
• Excellent verbal and written communication skills
• Ability to work independently
• Ability to multi-task and meet deadlines
• Strong interpersonal skills
• Proficiency with MS Office suite, Google Suite, and other database applications

Preferred Qualifications

• State of Colorado government experience in an administrative or office support role
• Experience using databases
• Experience working with Microsoft Excel
• Experience in customer service, including working with stakeholders with varying degrees of knowledge and/or technological skills
• Experience creating and maintaining desk procedures
• Experience working in an environment requiring multi-tasking skills

Conditions of Employment

• You MUST be a Colorado resident (at the time of application) to apply for this position.
• Pre‑employment and financial background checks will be conducted as part of the selection process.
• Applicants must be legally eligible to work in the United States to be appointed to this position. DOLA uses e‑Verify, an Internet-based system, to confirm the eligibility of all newly hired employees to work in the United States. DOLA does not sponsor non‑residents of the United States.

Only complete applications submitted by the closing date for this announcement will be given consideration. Failure to submit properly completed documents by the closing date of this announcement will result in your application being rejected.

Applicants may submit a resume, cover letter/letter of interest detailing how their experience and background address the stated minimum and preferred qualifications/competencies of the job and attach to the online application. Applications left blank or marked “See Resume” will not be accepted. Please address every requirement for the position with your experience in your application.

The application may include the following documents that MUST be uploaded at the time of application:

• A resume (this is not a substitute for the online application demonstrating work history)
• Cover letter / letter of interest
• Transcripts (if using education to meet the minimum qualifications)
• DD214 (member‑4 form) from applicants that may be eligible for veteran’s preference

Comparative Analysis

Current and former employees (transfers, voluntary demotions, and reinstatements) are required to participate in the comparative analysis process through this job posting.

Applications will be reviewed to determine if you meet the Minimum Qualifications (MQs) for the position. 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, training and experience review, eSkills Assessment, oral assessment, written performance assessment or it may include a review of your application and your responses to any supplemental questions by a Subject Matter Expert (SME) to assess and rank applicants. Be sure your application specifically addresses the requirements as listed in the minimum qualifications. Address your specialized experience, work products, and accomplishments as they relate to the position duties, required competencies and preferred qualifications in order to establish an eligible list for referral to the hiring manager for final consideration.

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.

DOLA 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 a reasonable accommodation to ensure you have a positive experience applying or interviewing for this position, please direct your inquiries to Melissa Bellew, DOLA ADA Coordinator at [e-mail].

Email Address

All correspondence regarding your status in the selection/examination process will be conducted via email. Include a working email address on your application; one that is checked often as time sensitive correspondence such as exam information or notification will take place 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.

Biweekly Pay

As of July 1, 2023, all DOLA new hires, including transfers of current state employees and reinstatements of former state employees, will be placed on the biweekly pay schedule. This means you will be paid every other Friday for a total of 26 pay periods over the course of a year. Biweekly pay is also lag pay, meaning you will be paid two weeks after the end of each pay period. Please click here for more information about the move to biweekly payroll.

Technical Assistance

If you experience technical difficulty with the NEOGOV system (e.g. uploading or attaching documents to your online application) please contact 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.

Appeal Rights

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.

Contact

For questions related to this job posting, please reach out to Danielle Milone via email at [e-mail].