Executive Assistant (Administrator III).

State of Colorado; Colorado; On-site; USD 60,000 - 86,000; Full time

Benefits offered by this job

PERA retirement benefits

Medical, Dental, and Vision insurance

Paid Holidays and Leave

Job summary

Colorado Department of Revenue is seeking an Executive Assistant (Administrator III) to support the Director and leadership across the Liquor & Tobacco Enforcement Division and Firearms Dealer Division. The role coordinates communications, meetings, and materials, while assisting with budgeting, procurement, and special projects.

The position requires strong organizational skills, the ability to multitask in a government environment, and experience supporting senior leadership.

Qualifications

• Six years of combined education and/or relevant experience in administrative or program operations.
• Strong organizational and communication skills with attention to detail.
• Ability to manage calendars, schedules, and meetings, and handle confidential information.

Responsibilities

• Coordinate communications between the Director and staff, external partners, and stakeholders.
• Schedule meetings, prepare agendas, and distribute materials; draft minutes.
• Manage purchasing, budget actions, and procurement with division units.
• Develop objectives and procedures for the Vendor Training Program and ensure regulatory compliance.
• Support preparation of reports and newsletters for division staff.

Skills

Administrative support

Calendar management

Communication skills

Attention to detail

Education

Six years combined education/experience

Tools

Google Suite

Microsoft Office

Job description

Department Information

The mission of the Colorado Department of Revenue (CDOR) is to become a trusted partner to every Coloradan to help them navigate the complexities of government so they can thrive. We are driven by our values of service, teamwork, accountability, integrity, and respect.

The vision of the department is to empower businesses and individuals through quality customer service, innovation, and collaboration. We celebrate diversity and support an equitable and inclusive culture. We embrace our differences because we believe this brings innovation to our work. For more exciting information about the Department of Revenue, please enjoy this brief video !

Helpful Tips For Applying

Applying for a Job with the State of Colorado .

As part of the State of Colorado, DOR offers a competitive benefits package to permanent employees:

• PERA retirement benefits including PERA Defined Benefit Plan, PERA Defined Contribution Plan, plus 401K and 457 plans
• Medical , Dental , and Vision insurance coverage
• Automatic Short-Term and Optional Long-Term Disability Coverage
• Life and AD&D Insurance
• Flexible Spending Accounts (FSAs)
• Family Medical Leave Act (FMLA) job protection and State of Colorado Paid Family Medical Leave (PFML)
• 11 Paid Holidays Annually and Accrued Annual and Sick Leave
• Variety of discounts on services and products available through the State of Colorado's Work-Life Employment Discount Program

What Happens After You Apply.

Description Of Job

Our Mission

To promote public safety, support economic growth, and ensure the responsible sale and consumption of liquor and tobacco products through the fair, transparent, and consistent administration of Colorado's liquor, tobacco, and nicotine laws. Additionally, we are committed to promoting public safety and responsible firearm commerce by ensuring compliance with state laws, fostering education and accountability among firearms dealers, and safeguarding the integrity of firearm transactions. Through collaboration, transparency, and the implementation of effective regulatory measures, north division are dedicated to supporting a safe and secure Colorado for all residents.

What We Do

The Liquor and Tobacco Enforcement Division and the Firearms Dealer Division serve liquor license holders, stakeholders, tobacco retailers, firearms dealers, and Colorado's citizens by providing administrative support, regulatory oversight , and customer service.

What You'll Do as an Executive Assistant in LED & FDD

This shared position supports both Liquor & Tobacco Enforcement Division and Firearms Dealer Division. The Executive Assistant (Administrator III) coordinates communications between the Director, division personnel, external partners, and stakeholders while analyzing and routing incoming inquiries to ensure the divisions customer service needs are met. The Executive Assistant also supports the Director in overseeing special projects, scheduling meetings, developing agendas, and preparing materials. As the Division's purchasing agent, this role works closely with budget, PACS, and accounting units to manage procurement and supplies. Additionally, the Executive Assistant coordinates with the Responsible Vendor Trainer program under regulation 47-605, developing objectives, implementing procedures, and resolving program related challenges.

Executive Assistant To The Director

• The Administrator III coordinates with the Director on all communication channels to provide information to employees, stakeholders, agency partners, and citizens for LTED & FDD.
• Coordinates business, including scheduling meetings, developing agendas, collecting and distributing materials, and preparing minutes.
• Assists in drafting the weekly report and monthly newsletter for both divisions staff about upcoming events or changes.

Purchasing & Budgeting

• Contact vendors, obtain requested product and service quotes, and be responsible for CORE submissions.
• Responsible for submitting and tracking all division invoices and accounts payable.
• Responsible for the purchase on procurement cards and monthly submissions for the Division's purchases/invoices, ensures budget actions receive all required approvals, and supports timely and effective resolution of budget-related issues

Vendor Training Program & Support

• Oversees and coordinates support of the Vendor Program implementing regulations and any legislative updates, ensuring the success of the program, including developing objectives, implementing procedures, and solving program related challenges.
• Collaborates with the enforcement team to review submissions and communicate with stakeholders, maintain Vendor Training Program files and website information current
• Determines whether the curriculum submitted meets the regulatory and statutory requirements
• Required Application Materials*****

Document this experience in your application IN DETAIL, as your experience will not be inferred or assumed.

NOTE: If submitting a transcript, certification or other relevant materials, candidates may redact information that identifies their age, date of birth, or dates of attendance at or graduation from an educational institution.

Conditions Of Employment With The CDOR

Employees are in a position of public trust in the performance of their job duties and must operate in a manner that maintains the highest standards of honesty, integrity, and public confidence.

As a condition of employment with the CDOR, all personnel must file all necessary Colorado Individual Income Tax (CIIT) returns and pay tax obligations, therefore all employees must undergo a pre-employment evaluation of their tax records/accounts to ensure compliance with this policy. Final candidates must also complete a successful background investigation and reference check prior to appointment. Certain positions based on duties may require scheduled background investigations.

Pursuant to the Universal Driving Standards Policy , any worker who will be expected to drive a State-owned vehicle is responsible for maintaining a safe driving record and a valid driver license prior to driving any State-owned vehicle.

To Be Compliant With The New Fleet Vehicle Policy, Motor Vehicle Records (MVRs) Will Be Pulled For Review For Workers Who

• Have an assigned State fleet vehicle
• Are required to operate a vehicle as part of the position
• Utilize a State fleet vehicle as a pool vehicle

Minimum Qualification Screening

Only complete applications submitted before the closing date of this announcement will be reviewed.

Minimum Qualifications

Experience Only:

• Six (6) years of relevant experience supporting administrative or program operations, including coordinating communications, managing calendars and schedules, organizing meetings or events, maintaining files and documentation, tracking expenses or procurement activities, and handling confidential information, or other closely related work.

Education And Experience

A combination of related education and/or relevant experience in an occupation related to the work assigned equal to six (6) years. Relevant experience may include coordinating communications, managing calendars and schedules, organizing meetings or events, maintaining files and documentation, and tracking expenses or procurement activities, and handling confidential information, and providing administrative or operational support to leadership or program operations.

Preferred Qualifications

• Experience providing administrative or operational support within a government or public sector environment.
• Demonstrated flexibility and ability to identify and handle simultaneous, competing priorities, often with minimal notice.
• Ability to anticipate tasks, situations, etc., to carry out responsibilities.
• Experience coordinating/leading committees or other structured events/groups in a professional setting.
• Strong organizational skills.
• Ability to work in a flexible environment requiring change and accountability.
• Ability to multi-task in a fast-paced environment with strong attention to detail.
• Ability to prioritize workload and delegate assignments to meet goals and objectives.
• Ability to work independently and get assigned duties accomplished within the specified timeframes without needing to be reminded.
• Excellent written and verbal communication skills.
• Ability to prioritize tasks and manage workload independently
• Create documents, reports w/charts & graphs, spreadsheets, and organizational charts.
• Ability to use and navigate computers, systems and software.
• Proficient with Google Suite and Microsoft Office.
• Experience managing calendars and coordinating schedules for leadership or teams.
• Experience coordinating meetings, events, or logistical arrangements including agendas, materials, and documentation.
• Experience maintaining files, records, and documentation in an organized and confidential manner.
• Experience tracking expenses, procurement requests, purchasing activities or supply management.
• Experience handling confidential or sensitive information with discretion.

Class Code & Classification Description

H1B3XX Administrator III

Email Address

All correspondence regarding your status in the selection/examination process will be conducted 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.

If you receive notice that you have been eliminated from consideration for this position, you may file an appeal with the State Personnel Board or request a review by the State Personnel Director.

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, 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 .

Supplemental Information

Equity, Diversity, and Inclusion Compliance

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 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 Colorado Department of Revenue 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 ADAAA inbox, [e-mail] .

If Not Applying Online, Submit Application To

If you are not able to submit an online application, a paper application is available at this link: PDF State Paper Application (Download PDF reader). Paper applications must be received via email to [e-mail] by the closing date and time of the application period listed on this announcement.

Methods Of Appointment

Appointment to the vacancy or vacancies represented by this announcement is expected to be from the eligible list created. However, at the discretion of the appointing authority, the position(s) may be filled by another method of appointment for a valid articulated business reason.

Step Pay Program

Per the requirements of the Step Pay Program, any former or current State employee must be paid a rate that is equal to or greater than the appropriate step pay rate within their classification's pay range based on completed years in their current class series.