Staff Assistant for Scheduling and Office Administration

State of Colorado; Denver (CO); On-site; USD 42,000 - 64,000; Full time

Benefits offered by this job

Annual leave (13.33 hours/month)

Sick leave (6.66 hours/month)

12 paid holidays

Medical and dental plans

Life insurance

Retirement plans

401K and 457 plans

Short Term Disability

Credit Union

RTD pass

Training and development

Job summary

The State of Colorado, Office of the Governor, invites applications for a Staff Assistant to serve as the primary contact for callers and visitors to the Governor’s Office and provide essential administrative support across departments.

The role requires handling front desk duties, coordinating scheduling, assisting with correspondence, and helping organize events, travel, and internal communications with strict confidentiality and accessibility compliance.

Qualifications

• Exceptional organizational and customer service skills.
• Ability to work independently with strong attention to detail and communication.

Responsibilities

• Serves as front desk receptionist (main point of contact for the public to the Governor’s Office).
• Maintain the reception area and general shared spaces to be presentable and neat.
• Scheduling and maintaining the Governor's conference room.
• Managing intern coverage schedule for the front office.
• Provides general administrative support to Governor’s office staff and assists with basic requests.
• Makes coffee and tracks ordering for office visitors.
• Provides information about the office and organization to constituents.
• Support scheduling team with processing requests and moving meetings in/out of the office.
• Assist staff with reserving state vehicles for travel around the state.
• Assist with correspondence and ensure accessibility standards in all documents.
• Connect Coloradans with advocates to support constituent services program.
• Schedule first floor spaces for press conferences and events; manage West Foyer reservations.
• Maintain a database of constituent comments in Salesforce.
• Upkeep of Governor's Office, including supplies and copier systems.
• Assist staff with research and briefing papers.
• Support employee engagement, surveys, events, and internal newsletter.
• Handle special projects as assigned.

Skills

Organizational skills

Customer service

Independent work

Attention to detail

Communication skills

Relationship building

Team coordination

Tools

Salesforce

Job description

Colorado for All

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.

Colorado For All - Colorado Employee Reflections

Department Information

Colorado Governor Jared Polis is committed to building a Colorado For All, a place where everyone has an opportunity to succeed and live the Colorado way of life. Governor Polis is focused on lowering health care costs for hardworking Coloradans, transitioning the state to renewable energy sources, ensuring every Colorado child gets a quality education, making housing more affordable and available, improving public safety, and building an economy that works for everyone. The Office of the Governor's staff includes budgeting, communications and outreach, legal counsel, legislative liaison, operations, policy and research, and scheduling.

Transparency Posting

The announcement is for transparency purposes only to comply with the Equal Pay for Equal Work Act.

An intended candidate within the Office of the Governor has been identified for this position.

Department: Executive Operations

FLSA Classification: Exempt

Organizational Relationships: This position reports to the Deputy Director of Community Engagement and has no supervisory authority.

Expected Annual Travel: None

Summary of Functions:

The Staff Assistant is the primary point of contact for callers and visitors to the Governor’s Office, as well as providing general administrative assistance for all Governor's Office Departments.

Essential Duties and Responsibilities

• Serves as front desk receptionist (main point of contact for the public to the Governor’s Office), answering phones, greeting visitors and assisting constituents.
• Maintain the reception area as well as general shared spaces in the Governor’s Office to be presentable and neat.
• Scheduling and maintaining the Governor's conference room.
• Managing and maintaining the intern coverage schedule for the front office.
• Provides general administrative support to the Governor’s office staff and assists with basic requests such as printer technical support, ordering supplies, etc.
• Makes coffee every morning for the office and visitors and tracks ordering.
• Provides information about the office and organization to constituents and visitors.
• Provides administrative support to the scheduling team, including processing requests and moving meetings in and out of the office.
• Assists staff with reserving state vehicles to support the Governor and team travel around the state.
• Assist with Correspondence (draft proclamations, congratulatory letters, and letters of recognition) and ensure all correspondence follows accessibility standards.
• Understanding of digital accessibility standards and basic document remediation skills.
• Connect Coloradans with advocates across the state to ensure a first-class constituent services program, working with the Constituent Services and Correspondence team in order to make sure that the state is doing everything it can to help its constituents.
• Scheduling the first floor spaces of the Colorado State Capitol for press conferences and events and acting as the main point of contact for inquiries for events. Manage all West Foyer reservations and ensure they are following guidelines and clean up protocol.
• Maintain a database of constituent comments and requests using SalesForce.
• Overall upkeep of the Governor's Office, including ordering paper and office supplies, maintaining copier systems.
• Assisting various staff members in different offices within the Governor's Office (writing briefs, doing research, etc.).
• Support employee engagement in the Governor’s Office, including engagement surveys, events and curating and publishing the internal office newsletter.
• Special projects as assigned.

Education and Experience

• Must possess exceptional organizational and customer service skills and the ability to maintain confidential information.
• Required skills include the ability to work independently, a strong attention to detail, excellent written and verbal communication skills, ability to establish and maintain effective working relationships with peers, executive staff, other departments and agencies and the general public.

Conditions of employment: Must be currently employed with the Office of the Governor.

The State of Colorado/Office of the Governor offers a generous benefits package including:

• Annual leave accrued at 13.33 hours per month (4 weeks a year)
• Sick leave accrued at 6.66 hours a month (10 days a year)
• 12 paid holidays per year
• Medical and dental plans
• State paid life insurance policy of a minimum of $50,000 or 1x annual salary
• Choice of 2 retirement plans
• 401K and 457 plans
• State paid Short Term Disability coverage
• Additional optional life and disability plans
• Credit Union Membership
• RTD pass
• Training and professional development

To learn more about State of Colorado benefits visit: https://www.colorado.gov/dhr/benefits.

Inclusion and Belonging

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.

ADAAA Accommodations

The Office of the Governor 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 Staffing Coordinator (the Senior Human Resources Director) at [e-mail].