Mail and Retrieval Services Unit - Administrative Assistant II

State of Colorado; Denver (CO); On-site; USD 36,000 - 48,000; Full time

Benefits offered by this job

PERA retirement benefits

Medical, Dental, and Vision insurance

Disability Coverage

Life and AD&D Insurance

Flexible Spending Accounts (FSAs)

FMLA PFML

11 Paid Holidays Annually

Work-Life Discount Program

Job summary

The Colorado Department of Revenue is hiring an Administrative Assistant II in the Driver Control section in Denver. You will input information into databases and spreadsheets, manage records, and support customers with accurate document handling.

Ideal candidates bring strong attention to detail, experience in a high-volume clerical environment, and proficiency with Microsoft Office and Google Apps. Onsite work in Denver is required with competitive benefits.

Qualifications

• Two years of relevant experience in a general clerical role or cash handling.
• Experience providing exceptional customer service and interfacing with a variety of people.

Responsibilities

• Sort and prepare documents for imaging and data entry.
• Log processes into spreadsheets, databases or electronic documents as necessary.
• Research records concerns with advisory data and information retrieval sources.
• Translate and clarify department policies and procedures for customers.
• Maintain compliance with department policies to ensure accurate documents.

Skills

Customer service

Data entry

Microsoft Office

Google Apps

Tools

Microsoft Word

Excel

PowerPoint

Google Docs

Job description

The mission of the Colorado Department of Revenue (CDOR) is to become a trusted partner to every Coloradan, helping them navigate the complexities of government so they can thrive. Our core values of service, teamwork, accountability, integrity, and respect drive us

The Department’s vision 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!

As a State of Colorado employer, the Department of Revenue 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

• In addition, a variety of discounts on services and products available through the State of Colorado's Work-Life Employment Discount Program

Within the Division of Motor Vehicles (DMV), the Driver Control Section exists to administer motor vehicle statutory requirements affecting driver's privilege, to compile and house motor vehicle related data and documents through data entry, electronic imaging, and filing. This section provides copies, reports, and information pertaining to motor vehicle data and documents upon request from law enforcement and governmental agencies. This section also processes requests from the general public and collects appropriate fees.

We're hiring a detail oriented and organized individual to be our Administrative Assistant in our Mail & Retrieval Services work unit in Driver Control! In the Denver office, use your computer skills to input information into databases and spreadsheets to ensure accurate recording of information. Your great attention to detail will ensure DOR remains compliant with policies and customer's documents are accurate. If you're ready to grow and enjoy the benefits of working at the Department of Revenue, then this job may be for you!

Primary Duties:

• Sort and prepare documents for imaging and data entry

• Log processes into spreadsheets, databases or electronic documents as necessary

• Research records concerns with using advisory data, internet and other information retrieval sources

• Correct and update driver records through entering data into records, databases and spreadsheets

• Translate and clarify Colorado Motor Vehicle Statutes, department administrative policies and procedures for customers

• Scan documents

• Maintain compliance with department and section policy to ensure a safe and clean environment.

The ideal applicant brings their customer service experience and their strong attention to detail to this job every day to ensure comprehensive information exchange, provided in a thorough, professional manner with every support transaction.

DMV video:

https://youtu.be/9isQWl9grYc

This position reports onsite to the DOR offices at 2829 W Howard Pl, Denver, CO 80204.

Residency Requirement:

This posting is only open to current residents of the State of Colorado at the time of submitting your application.

Class Code & Classification Description:

G3A3XX ADMINISTRATIVE ASSISTANT II

MINIMUM QUALIFICATIONS:

Experience Only: Two (2) years of relevant experience in general clerical role and/or cash handling.

General Clerical Work is work that is typically performed by office clerks, receptionists and/or administrative assistants. This includes, but is not limited to tasks such as:

• Experience providing exceptional customer service and interfacing with a variety of people from many levels within the organization and community, greeting customers, referring them to the right people, making appointments

• Answering phones, using a phone switchboard or managing multiple lines and taking messages, sending or making memos

• Data Entry including: entering information into a program or database (appointments, contact information, customer records)

• Familiar with the equipment and software used in offices (E-Mail, Google Suite - Docs, Sheets, Slides)

• Operation of sophisticated computer systems, printers, copiers, fax machines and other technologies

• Typing letters, reports, briefings, forms, memoranda, etc.

• Checks and compares data for accuracy and completeness

OR

Education and Experience:

A combination of related education and/or relevant experience in an occupation related to the work assigned equal to two (2) years

Preferred Qualifications:

The ideal candidate will possess the following skills:

• State experience working in a high volume data entry, or mail center workplace

• Excellent verbal and written communication skills

• Experience working in a complex, high volume general clerical support position

• Career progression in a general clerical position

• Experience working with sensitive information of a confidential nature

• Regular, daily work responsibilities utilizing equipment and software used in offices (E-Mail, Microsoft Office programs (Word, Excel, PowerPoint), Google Apps, etc.)

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

A Human Resources Analyst will only review the work experience/job duties sections of the online job application, to determine whether you meet the minimum qualifications for the position for which you are applying. Only complete applications submitted before the closing date of this announcement will be reviewed.

• Applicants must meet the minimum qualifications to continue in the selection process for this position. Do not use "see resume" or "see attached" statements on your application.

• Cover letters and resumes will not be accepted in lieu of the official State of Colorado online application. Part-time work experience will be prorated.

• Recommended attachments: Resume, Cover letter

• List your employment history starting with the most recent job, including part-time, temporary, and volunteer jobs. If more than one job was held with a given organization, list each job held as a separate period of employment.

• Information must be accurate, including dates of employment. If it is found that information provided is falsified, you will not be considered for a job with the State of Colorado and/or may be removed from a job after hire.

• The eligible list established from this posting may be used to fill additional vacancies.

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.

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.

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].

We are committed to building work environments that are inclusive and reflect our communities and the diverse talents of all people. We strongly encourage candidates from all backgrounds and abilities to apply.

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.