IEP Permit Processing Coordinator

State of Colorado; Denver (CO); Hybrid; USD 42,000 - 60,000; Full time

Benefits offered by this job

Medical and dental plans

Colorado PERA retirement options

Paid holidays

Job summary

Colorado Department of Public Health and Environment (CDPHE) is seeking an Administrative Assistant III to provide comprehensive support to the Indoor Environment Program. You will handle data entry, records management, and non-technical customer service for regulated communities and the public.

This role emphasizes clerical accuracy, file management, and coordination with inspectors. A pre-employment background check applies; applicants must reside in Colorado and meet minimum qualifications.

Qualifications

• Three (3) years of relevant administrative experience with data entry and record management.
• Experience with MS Access databases or similar.
• Ability to provide non-technical customer service to the public.

Responsibilities

• Provide administrative support to the Indoor Environment Program.
• Enter permit data accurately and on time.
• Manage records digitization and public access research.
• Assist with mail opening, stamping, and document filing.

Skills

Data entry

Records management

Customer service

Office procedures

Communication

Education

High school diploma or equivalent

Experience in administrative duties

Tools

MS Access

Microsoft Office

Job description

ABOUT CDPHE:

At the Colorado Department of Public Health and Environment, we are charged with protecting Colorado’s health and environment – a responsibility that affects every person and every community in the state. CDPHE is distinctive because we bring public health and environmental protection together under one agency, recognizing that healthy people depend on healthy places. Our teams prevent diseases and injury, respond to emergencies ranging from E.coli outbreaks to global pandemics, reduce air pollution, protect water quality, regulate health facilities, manage environmental hazards, perform advanced laboratory testing, provide birth and death records, and implement health promoting programs. We turn science and data into action, set statewide standards, and work alongside local public health agencies and community partners to meet Colorado’s most pressing health and environmental challenges. Working at CDPHE means applying your expertise to complex, consequential work that can improve lives across the state.

Our mission captures this broad portfolio of work: to advance Colorado’s health and protect the places we live, learn, work, and play. Our vision is a healthy and sustainable Colorado where current and future generations can thrive. Achieving the mission and vision takes bold action, talented people, broad partnerships, and a commitment to serving every Coloradan.

IMPORTANT INFORMATION:

• Hybrid work options may be available at the supervisor’s discretion and based on business needs. The position will be based at 4300 Cherry Creek S Dr, Glendale, CO 80246, USA

CDPHE Offers:

CDPHE offers a comprehensive benefits package and the opportunity to build a meaningful career in public service. Benefits include:

• Medical and dental plans.
• Colorado PERA retirement options, including defined benefit plan or defined contribution plan.
• Optional 401(K) and 457 retirement plans.
• Employer-paid life insurance.
• Short- and long-term disability coverage.
• Potential flexible working arrangements
• 11 paid holidays per year and generous paid time off.
• Free parking and access to RTD bus lines.
• Tuition assistance.
• Employee wellness programs.
• Professional development opportunities.
• Career opportunities throughout Colorado state government.

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

The Work Unit:

This work unit exists to operate and enforce statewide, legislatively mandated programs in asbestos, lead, and CFCs and support the Environmental Protection Agency by developing regulations, issuing permits and certificates (licenses), approving and auditing training courses, inspecting sources for compliance with applicable regulations, and taking appropriate enforcement action against sources, companies and individuals found to be out of compliance. The unit also responds to complaints and disasters that involve regulated contaminants.

What You Will Do:

The purpose of this position is to provide full and overarching administrative support to the Indoor Environment Program through established administrative work processes and implementing general office and administrative operations to accomplish the program’s work. Work includes, but is not limited to, implementing established office procedures, general office records systems data entry, including updating files and record management; providing non-technical customer service to regulated communities and the public.

Key Responsibilities:

• Permit Data Entry
  • Timely and accurate data entry of asbestos and lead abatement permits and demolition permits
  • Conduct review of processed permit applications for accuracy and currency of individual and company certifications and registrations and other non-technical information from the application
  • Bring permitting errors to the attention of the inspector on permit duty for corrections
  • Timely mailing of abatement permits and demolition and approval notices to clients (and local health departments, as required by contracts with the local agencies)
  • Timely processing of special requests from the inspectors necessary for documentation purposes
  • Processing payments for asbestos and LBP permits, including managing portal payments and generating daily deposits. Assist with permitting fiscal issues, including reconciliation.
• Records Management This position assists in the digitization of IEP records. As backup to the primary, this position assists in the digitization of records to be stored for public access. Provides assistance to the public accessing records. Provides timely research and follow-up assistance to IEP staff regarding permit and certification applications.
• General clerical/data entry
  • Timely and accurate copying and certified mailing of legal documents, including enforcement documents
  • Provide timely research and follow-up assistance to IEP staff regarding permit and certification applications.
  • Filing, copying, other data entry, and organizing information, as necessary.
  • Track top-down, non-technical information on enforcement cases and permit applications.
  • When necessary, fill in for daily opening, date-stamping, and distribution of mail.
• Other Duties as Assigned Attends meetings, serves on task forces or teams, completes projects, and performs other duties as assigned by the supervisor.

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:

NOTE: An applicant may meet the minimum qualifications for this job in one of two ways: They may qualify through their work experience alone or through a combination of education and work experience.

Experience Only:

Three (3) years of relevant experience in administrative duties with an emphasis on data entry, quality control and processing applications; and knowledge of MS Access databases or closely related field.

Or

Education and Experience: A combination of related education and/or relevant experience in processing applications for asbestos and lead-based paint abatement; familiarity with asbestos certification processes; and knowledge of MS Access databases or closely related field and/or business administration, administrative assistant or closely related degree equal to three (3) years

**You must substantiate that you meet the minimum qualifications when filling out the Work Experience section of the application. Failure to do so will result in the application not moving forward in the hiring process. “See resume” will not be accepted. Resumes are considered supplemental information and are not considered in the initial evaluation. In addition, part-time work will be prorated when determining whether minimum qualifications are met.**

PREFERRED QUALIFICATIONS:

1. Knowledge of asbestos and lead-based paint notification applications
2. Relevant experience with the State of Colorado
3. Knowledge and proficiency in all Microsoft Suite and Google applications
4. Experience communicating both orally and in writing to a wide range of partners
5. Ability to work well independently as well as in/with a team
6. Excellent critical thinking and problem solving skills
7. Introductory level understanding of environmental health principles
8. A desire to protect public health and the environment
9. An interest in public service
10. Excellent organizational skills
11. The ability to multi-task

CONDITIONS OF EMPLOYMENT:

• Residency Requirement :
  • This posting is only open to residents of the State of Colorado at the time of submitting your application.
• A pre-employment background check will be conducted as part of the selection process.

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.

The Selection Process:

• 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 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.
• Part of, or all of, the comparative analysis for this position may be a structured application review, which involves a review of the information you submit in your application materials by Subject Matter Experts (SMEs) against the preferred qualifications.
• A top group, up to six candidates, will be invited to schedule an interview with the hiring manager.

E-Verify:

CDPHE uses e-Verify, an Internet-based system, to confirm the eligibility of all newly hired employees to work in the United States. Learn more about E-Verify, including your rights and responsibilities.

ADAAA Accommodations:

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 Public Health and Environment 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 Coordinator at [e-mail] or call 303-692-2060, option 5.