Executive Assistant to Division Director - FAMLI.

Department Information

THIS POSITION IS OPEN TO CURRENT RESIDENTS OF COLORADO ONLY

THIS ANNOUNCEMENT WILL REMAIN OPEN UNTIL MONDAY , JULY 15 , 2024 AT 5PM.

This position will have hybrid workplace options available but may be required to report to the listed address at the discretion of the supervisor and based on business needs.

The Department of Labor and Employment keeps Colorado strong and competitive. We connect workers with great jobs and assist those who have been injured on the job. We help people who are unemployed through no fault of their own by providing temporary wage replacement and we ensure fair labor practices. We provide an up-to-date and accurate picture of the economy that helps in decision-making. And we protect the workplace – and Colorado communities – with a variety of consumer protection and safety programs.

This is a values-driven organization, committed to accountability, agility, collaboration, and respect.

We believe in outstanding customer service, an inclusive culture, continued process improvement and in our role as a trusted and strategic partner. Recognizing that knowledgeable employees drive our success, we are seeking dedicated individuals who exhibit our shared values and our passion for quality and excellence in all we do.

In addition to rewarding and meaningful work, we offer excellent benefits :

• Strong, secure, yet flexible retirement benefits including a PERA Defined Benefit Plan or PERA Defined Contribution Plan plus 401(k) and 457 plans
• Medical and dental health plans
• Employer supplemented Health Savings Account
• Paid life insurance
• Short- and long-term disability coverage
• 11 paid holidays per year plus vacation and sick leave
• BenefitHub state employee discount program
• MotivateMe employee wellness program
• Excellent work-life programs, such as flexible schedules, training and more
• Access to participate in employer-supported employee affinity spaces
• RTD EcoPass Commuter Program
• Some positions may qualify for the Public Service Loan Forgiveness Program. For more information go to https://dhr.colorado.gov/dhr-resources/student-loan-forgiveness-programs
  
  

Our agency website: Colorado Department of Labor and Employment

CDLE has implemented a pilot program on March 1st, 2022 which will award Disability Hiring Preference Points similar to the Veterans’ Preference Points program. During your application process you will be asked if you would like to be considered for either of these programs for additional points in the hiring process. To learn more about Disability Hiring Preference and what will be required to participate, please visit our website: https://sites.google.com/state.co.us/disability-hiring-preference/home

PLEASE NOTE: With the beginning of this program, CDLE will no longer accept attachments of any kind with applications. Please be as thorough as possible in documenting your education and work history in the application system. Attachments will not be accepted or considered during any phase of the hiring process including minimum qualification screening, comparative analysis, or interviews.

Description Of Job

The Salary Range for this position is :

$27.74 - $36.79 Hourly

$2,219.54 - $2,943.23 Biweekly

$4,809.00 - $6,377.00 Monthly

$57,708.00 - $76,524.00 Annually

The purpose of the work unit is to provide comprehensive administrative support and facilitate efficient operations within the division. The unit oversees email correspondence, schedules, and events for Directors, ensuring effective communication and coordination. It actively participates in planning and implementing senior-level meetings, managing confidential information, and maintaining records.

The work unit plays a crucial role in organizing and streamlining work processes, utilizing division-specific principles, rules, regulations, policies, precedents, and guidelines. It handles tasks such as drafting documents, coordinating vendor access, and maintaining division-specific protocols. The unit also manages travel arrangements, reimbursements, and P-card purchases for the division, ensuring compliance with records management guidelines. With a focus on professionalism, confidentiality, and attention to detail, the work unit acts as a vital information and record keeper. It welcomes guests, screens incoming communication, and provides support to employees by removing obstacles they may face. The unit works diligently to support the successful delivery of program services and facilitate effective collaboration within the division.

In summary, this position plays a crucial role in supporting division operations, ensuring smooth communication and organization, and providing essential administrative assistance to facilitate successful meetings and events. It ensures compliance with records management guidelines, reviews employee reimbursement requests, and communicates any necessary corrections. With a focus on maintaining confidentiality and professionalism, the position contributes to the overall efficiency and effectiveness of the division.

Minimum Qualifications, Substitutions, Conditions Of Employment & Appeal Rights

Class Code & Classification Description: (New)

H4R2XX PROGRAM ASSISTANT II

Minimum Qualifications

Experience Only:

Five (5) years of relevant experience in an occupation related to the work assigned to this position such as previous executive assistant of C - suite level or similar level of experience/responsibilities.

OR

Education And Experience

A combination of related education and/or relevant experience in an occupation related to the work assigned equal to five (5) years

Preferred Qualifications

• Strong background using state systems - kronos, core , etc
• Experience creating rqs and working closely with procurement
• Experience managing travel requests, conference materials, and reconciling travel reimbursements
• Experience performing similar duties as a State of Colorado classified employee.
  
  

Competencies

Discretion: Maintaining sensitive or confidential information

Attention to detail: Understanding of the necessity and value of accuracy and attention to detail; ability to process information with high levels of accuracy in a fast-paced environment.

Communication: Understanding of the importance of insightful listening, communicating, and the ability to provide information and messages in a way that produces clarity and impact.

Relationship Building: Managing relationships on behalf of the Director and team with numerous stakeholders including both internal and external.

Problem-Solving: Identifying problems and reviewing related information to develop and evaluate options and implement solutions.

Managing Multiple Priorities: Knowledge of effective self-management practices and ability to manage multiple concurrent objectives, projects, groups, or activities, making effective judgments as to prioritizing and time allocation.

Initiative: Knowledge of the value of self-motivation and initiative; ability and willingness to seek out work and the drive to accomplish goals.

Critical Thinking: Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems.

Time Management: Managing one's own time and the time of others.

Exceptional organizational skills - Ability to manage multiple priorities and work independently with minimal supervision in a fast-paced environment.

Resource Use : Must be an expert in the required tools utilized by the Director and team, including but not limited to Google Suite, Zoom, Kronos, and Microsoft Suite

Conditions Of Employment

• Must be a Colorado resident at time of application.
• You must pass a thorough background check prior to employment which will include the E-Verify process.
  
  

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 dpa_state.personnelboard@state.co.us within ten (10) calendar days from your receipt of notice or acknowledgment 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

Supplemental Information

Supplemental Information

For questions regarding this recruitment, please contact: maria.ramirez@state.co .us

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. Cover letters and resumes WILL NOT be accepted in lieu of the official State of Colorado online application, CDLE does not accept attachments of any kind during the application process. Part-time work experience will be prorated.

Applicants must meet the minimum qualifications to continue in the selection process for this position. Work experience and qualifications must be specifically documented on your online application. Do not use "see resume" or "see attached" statements on your application. CDLE does not accept attachments of any kind during the application process.

Comparative Analysis Process – Structured Application Review

After minimum qualification screening, the comparative analysis process for this position will involve a review and rating of all the information you submit with your application materials. Therefore, it is extremely important to document in the work experience/job duties portion of your online application the extent to which you possess the education, experience, minimum qualifications, and preferred qualifications as outlined in the job announcement. It is also important to thoroughly answer all supplemental questions (if listed) as your answers to these questions will be evaluated during this phase.

Supplemental Questions

Answer the supplemental questions on the application completely and thoughtfully. Your answers may be rated based on your writing ability (spelling, grammar, and clarity of your writing) as well as the content of your answer.

THIS ANNOUNCEMENT MAY BE USED TO FILL MULTIPLE VACANCIES

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 Labor and Employment 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, Sean Montoya, at sean.montoya@state.co.us . Auxiliary aids and services are available upon request to individuals with disabilities. For all other inquiries about this recruitment effort, please call 303-318-8200.

While a salary range is posted for this position, an eventual salary offer is determined by a comprehensive salary analysis, which considers multiple factors including but not limited to education and experience compared to others in the organization doing substantially similar work.