Mail and Retrieval Services Unit - Office Manager I

Colorado; Denver (CO); On-site; USD 50,000 - 80,000; Full time

Job summary

An established industry player is seeking a collaborative leader to oversee the Mail & Retrieval Services team. This role involves supervising staff, ensuring compliance with state policies, and fostering a culture of continuous improvement. Ideal candidates will have strong customer service skills and a background in administrative operations. Join a team dedicated to empowering Coloradans through quality service and innovation, and make a meaningful impact in a dynamic work environment.

Qualifications

• Four years of experience in general clerical roles with supervisory responsibilities.
• Knowledge of Colorado State Statutes and administrative operations.

Responsibilities

• Supervise and coordinate the Mail & Retrieval Services team.
• Ensure adherence to policies and manage production standards.

Skills

Customer Service Skills

Supervisory Skills

Communication Skills

Administrative Procedures

Education

Business Administration

Public Administration

Political Science

Tools

Hyland OnBase

Job description

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 !

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Applying for a Job with the State of Colorado .

What Happens After You Apply.

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; to provide copies, reports, and other information pertaining to motor vehicle data and documents upon request from law enforcement and governmental agencies; and process requests from the general public and collect appropriate fees.

We’re hiring an effective and collaborative leader to join the Driver Control Team as the Mail & Retrieval Services (MARS) Supervisor. You will supervise, coach, train and distribute workload to your MARS team and communicate consistently and accurately across work groups and use your customer service skills for higher level customer requests or concerns to explain and ensure compliance with Colorado State Statutes. You will create and foster an environment of continuous learning & process improvement while covering all business requirements. If you’re ready to make a difference at DOR, this job may be for you!

Primary duties:

• Supervisory: Serve as first-level supervisor to the MARS 1 and MARS 2 Units, as well as coordinate activities and workload of ten (10) individual performers in the Mail and Retrieval Services Unit. Work with two (2) subordinate leads to ensure business units are staffed appropriately to meet workload and inventory demands. Hold team employees accountable to performance expectations and address deficiencies in a timely manner.

• MARS Team Coordination: Ensure Driver Control Section policy adherence, procedures, and practices are maintained within the teams and subordinate areas of responsibility. Staffing Analysis, Position Descriptions, Career Paths, Coaching and Staff Cross Training.

• Production Management: Establish, develop, implement, and maintain office procedures, quality control efforts, operating guides, production standards, and SMART Goals for carrying out work activities.

• Administrative Procedures and Colorado Statute Subject Matter Expertise: Become and remain knowledgeable in Colorado State Statutes, Department and Section policies and procedures, business practices and requirements, laws, regulations, reference materials, forms, website content, correspondence, personnel, and all support systems.

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:

G3A5XX OFFICE MANAGER I

MINIMUM QUALIFICATIONS:

Experience Only:
Four (4) years of relevant experience in general clerical experience which must have included responsibilities for:

• Designing and implementing the general office and administrative operations of the unit

• Assigning tasks, monitoring progress and work flow, checking product, scheduling work and establishing work standards

• Providing input into supervisory decisions, signing leave requests and approving work hours

OR

Education and Experience:
A combination of related education in Business Administration, Accounting, Public Administration, Political Science or similar field and/or relevant experience in an occupation related to the work assigned equal to four (4) years

Preferred Qualifications:

The ideal candidate will possess the following skills:

• Hyland OnBase Experience

• Two plus years working in a complex, high volume, mail sorting to include document scanning and digitization of physical documents

• Experience working with sensitive information of a confidential nature.

• Career progression in a general clerical and/or customer service position, particularly as it relates to prior supervisory experience and strong customer service skills

• Polished presentation skills

• Strong communication skills

• Prior experience working with the Attorney General’s office

• Experience working with key stakeholders to communicate information clearly & concisely

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.

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:

An applicant who has been removed from an employment list or removed from consideration during the selection process may request a review by the State Personnel Director.

As an applicant directly affected by the results of the selection or comparative analysis process, you may file a written appeal with the State Personnel Director.

Review of the completed, signed and submitted appeal will be timely on the basis of written material submitted by you, using the official appeal form signed by you or your representative. This form must be completed and delivered to the State Personnel Board by email at [e-mail] within ten (10) calendar days from your receipt of notice or acknowledgement of the Department’s action.

For further information on the Board Rules, you can refer to 4 Colorado Code of Regulations (CCR) 801-1, State Personnel Board Rules and Personnel Director's Administrative Procedures, Chapter 8, Resolution of Appeals and Disputes, at spb.colorado.gov/board-rules .

Equity, Diversity, and Inclusion Compliance

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.

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.