CDOC ONLY- Administrative Assistant III - Transfer to Parole Office Colorado Springs

Department Information

This posting is for a Administrative Assistant III located at the Parole Office in Colorado Springs.

Shift: Monday-Friday 8:00 AM-5:00 PM / Saturday - Sunday off 

This notice provides instructions about how to submit a request for a lateral transfer, voluntary demotion or classification transfer (collectively referred to as a transfer in these instructions) to a different facility within the Colorado Department of Corrections (CDOC). The CDOC Office of Human Resources (OHR) administers the Centralized Transfer Process (CTP) for covered positions. When filling a covered position with a transfer, an AA will consult with OHR. If you are a CDOC employee and you are interested in this transfer, please complete this transfer request throughhttps://www.governmentjobs.com/careers/colorado/transferjobs . 

Upon receipt, your submission will be reviewed by the Office of Human Resources (OHR) to determine if you meet the criteria for a transfer to the requested classification. After the review, OHR will notify you with a status update. 

If you are applying as a Lateral Transfer, you must be a current Administrative Assistant III (G3A4XX).

If you are applying as a Voluntary Demotion or a Classification Transfer, you must meet certain criteria listed below under Minimum Qualifications.

If your goal is to build a career that makes a difference and builds greater public confidence in good government, consider joining the dedicated people of the State of Colorado. Our professionals strive to support state government and the citizens of Colorado. Customer service is a key component for every position in state government as is the focus on ideas and ways to redesign the delivery of services in making state government more effective and efficient.

 In addition to a great agency and rewarding, meaningful work, we offer: 

• Distinctive career advancement opportunities throughout the state system; 
• Strong, secure, yet flexible retirement benefits including PERA Defined Benefit Plan or PERA Defined Contribution Plan plus 401K and 457 plans. Member Contribution Rates Correctional Officers I-IV qualify as "Safety Officers" and are eligible for increased PERA benefits.
• Medical and dental health plans; 
• Short- and long-term disability coverage; 
• Paid life insurance; 
• 11 paid holidays per year plus vacation and sick leave; 
• Wellness program, tuition reimbursement, training opportunities and more.
• Visit State of Colorado Employee Benefits. for more information.

Description of Job

**Please note: all transfer requests must be approved by the employee’s current Appointing Authority. After OHR reviews your application - if your name is being considered for a transfer, we will contact your current Appointing Authority at that time for review of your transfer request.

Position exists to provide direct administrative support to the Regional Assistant Director, Manager, Office Manager, Supervisors, and Community Parole Officers. This position creates and implements office procedures to support the operational duties associated with the division of Adult Parole, Community Corrections and Youthful Offender System. This position has the authority to design and implement general office and administrative operations. 

Primary duties and responsibilities of this position may include but are not limited to:

• Provide excellent customer service by directing and/or responding to all stakeholders to include internal and external departments, other state agencies, offender families and the general public;
• Research information to resolve problems, concerns, errors, and/or complaints; 
• Type, review, file, copy and scan various documents and memos as needed;

• Assist with the completion and tracking of multiple processes within the unit;

• Maintain a clear, concise and organized filing system electronically or physically;
• Colorado Crime Information System (CCIS), and department computer system for reports and officer analyzation;
• Analyze, monitor, and distribute materials, messages, minutes, copies and written material for routing to officer, supervisors, and other offices;
• Formulate responses to messages to and from outside agencies, other departmental units and enforcement agencies;
• Run and process Release List weekly or as necessary;
• Run and process Discharge Lists and certificates monthly or as necessary;
• Design, modify, and maintain existing in-office databases to accommodate changes; 
• Collect and compile data to generate reports and routinely update reports to reflect current and accurate information;

• Assist with (and may be solely responsible for)  tracking budget expenditures for the assigned area;

• Make purchases using the state issued Purchasing Card (P-Card);
• Answer and respond to staff/stakeholder/offender inquiries via phone, facsimile, email or in person;
• Ensure clear and concise communication with supervisors and staff members within the work unit, various departments and other state agencies;
• Assist with the supervision of area porters, monitors the assigned area's chemicals, equipment and other security/tool control items as necessary;
• Ensure supervisor and/or area manager is apprised of accurate budget totals on a regular basis; 

• Perform other duties as assigned.

Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights

If you are applying as a Lateral Transfer, you must be a current Administrative Assistant III (G3A4XX) .

If you are applying as a Voluntary Demotion, you must be in a current classification that is higher than an Administrative Assistant III, or you must have been previously certified at the level of Administrative Assistant III (G3A4XX). You must also meet the minimum qualifications listed below.

If you are applying as a Classification Transfer, your current classification must have the same pay range maximum as an Administrative Assistant III (G3A4XX), and you must also meet the minimum qualifications listed below.

Class Code & Classification Description:
 
G3A4XX Administrative Assistant III

Minimum Qualifications:

Experience Only:
Three (3) years of general clerical experience in an administrative or office support role.

General clerical duties may include: The accurate and timely completion and processing of documents and information; data entry; printing; scanning and making copies; scheduling; accepting reservations or registrations; arrange meeting logistics and equipment; reception and intake; record keeping, filing and maintenance; answering multiline phones and relaying messages; and general administrative tasks in an office support environment.

OR 

Substitution:
A combination of related education and/or relevant experience in an occupation related to the work assigned equal to three (3) years.

Required Competencies:

• Established proficiency in position-related office technologies, especially Microsoft Office (Word, Excel and PowerPoint);
• Ability to work directly with inmates in a prison environment;
• Exceptional interpersonal/customer service skills;
• Excellent written and oral communication skills;
• Efficient management/input of data and tracking;
• Strong ability to multi-task and demonstrate flexibility;
• Impeccable organizational, planning and prioritizing skills;
• Precise attention to details;
• Self-control, a strong sense of ability to work in stressful, potentially violent situations;
• Ability to remain alert, emotionally stable, and mentally resilient under pressure and observant throughout their shift;
• Tolerance to stress, confinement, and high-stakes interaction;
• Ability to read and comprehend the English language;
• Ability to effectively communicate fluently in English both verbally and in writing;
• Ability to create accessible documents and technical content that follows plain language guidelines with accessibility in mind.

Preferred Qualifications:

• Experience proof-reading, editing, or creating documents;
• Experience supporting a program or work unit;
• Experience with data-entry, checking and verifying;
• Experience with National Crime Information Center (NCIC) and Colorado Crime Information Center (CCIC);
• Experience working with confidential information;
• Experience creating and maintaining budgets and budget reports;
• If you are using the substitution, one year of clerical experience is preferred.

IMPORTANT INFORMATION
Your transfer request will be reviewed to determine if you meet the criteria for a transfer, as identified in Section 3 of Addendum B to the Statewide Partnership Agreement. 

Be sure the “Work Experience” section of your application is complete and specifically addresses your qualifications, experience, and accomplishments as they relate to the Description of the Job, Minimum Qualifications, Required Competencies and Preferred Qualifications as listed above. Resumes and “see resume” statements will not be accepted in lieu of the “Work Experience” section of the application. Failure to include adequate information or follow instructions by the closing date may result in your application not being accepted and/or may affect your score, rank or inclusion in the final pool of eligible applicants.

If you have a resume, transcripts, a license or other relevant documentation please upload and attach copies to your application.

Toll Free Applicant Technical Support: If you experience technical difficulty with the NEOGOV system (e.g. uploading or attaching documents to your online application) call NEOGOV technical support at 855-524-5627 Mon-Fri between 6 am and 6 pm (Pacific Time).  Helpful hints: if you are having difficulty uploading or attaching documents to your application first, ensure your documents are PDF or Microsoft Word files and second, close the document before you attempt to upload (attach) it.

**You are encouraged to print a copy of this announcement for your records**

Supplemental Information

After submitting a transfer application, you should receive an email acknowledging your submission. If you do not get the email, please check to ensure you have actually submitted the transfer application and typed the correct email address on the application.

Include a working email address on your application; one that is checked daily as time sensitive correspondence WILL take place via email. You may receive email notifications from a Colorado Dept. of Corrections employee or from this email address: [email protected]. 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 do not receive correspondence soon after the closing date or if you have questions about this job announcement, please contact [email protected] 

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 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 Colorado Department of Corrections 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 Employee Relations Specialist, Kristen Lange, at [email protected] or call 719-728-0270.

Benefits

The State of Colorado offers permanent employees a variety of benefits including medical, dental, life and disability insurance, as well as a comprehensive leave program.  Please click the following link for detailed information:  www.colorado.gov/pacific/dhr/benefits 

Please note that each agency's contact information is different; therefore, we encourage all applicants to view the full, official job announcement which includes contact information and class title. Select the job you wish to view, then click on the "Print" icon.
 

Supplemental Questions

Required Question

Agency Information

EmployerState of ColoradoAddress See the full announcement by clicking
the "Printer" icon located above the job title
Location varies by announcement, Colorado, -- Website https://careers.colorado.gov/