Job Description

Posting number: AAA-01366-070926

Department: Department of Personnel & Administration

Division: Executive Director's Office

Job classification: NON-CLASSIFIED

Posting type: Open

Categories: Administrative Assistant, Executive Management, Miscellaneous, Customer Service, Project Management, Organizational Development, Records Management, Business, Communications, Professional Education, Office and Administrative Support

Because this is non-classified, candidates from out of state may apply, though if selected would need to relocate and reside in Colorado

Thank you for your interest in working for the State of Colorado. Join us and find meaningful work in public service to our state and its residents, helping to make Colorado a great place to live and work in. Please watch the short video below for tips on applying. Apply for a job with the State of Colorado

To learn more about what happens after you apply for a position with the State of Colorado, please watch the short, informative videoWhat Happens After You Apply

Colorado for All Philosophy: Colorado for All means working toward a Colorado where everyone has the opportunity to succeed. It means we support the basic human rights of our neighbors regardless of gender, race, ethnicity, religion, national origin, age, sexual orientation, gender identity, citizenship status, education level, disability, socio-economic status, or any other visible or invisible identity.

The Department of Personnel & Administration (DPA) is the foundation for dependable state government, leading with responsiveness, integrity, and teamwork. We provide services to other government agencies and all Coloradans by taking bold initiative toward a government with engaged employees, innovative solutions, and constructive partnerships.

DPA provides a wide range of programs and services, from custodial & maintenance to financial and human resources support, which assist other state agencies in fulfilling their missions. At DPA, there are countless opportunities to contribute to meaningful work that supports and serves the people of Colorado. The wide variety of positions in DPA allow individuals to learn about state operations and provide for long-term career growth.

If your goal is to build a career that makes a difference and build greater public confidence in good government, consider joining the dedicated people of the State of Colorado; it's a chance to combine your expertise with public service. Our professionals strive to support state government and the residents 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.

Good Government Starts Here!

Why We Want You:

We want your expertise, positive energy, drive to succeed, and love of this great state as we work to elevate the expectations Coloradans have of their government.

What You'll Get From Us:

In return for the skilled work you do, DPA provides a competitive compensation and benefits package to accompany employment opportunities. Please see the Benefits Overview video for details on the benefits offered to employees.

Medical plans. Dental plans. Vision plans. Short term disability and optional long term disability. Life and a d and d. Pera retirement plans. Eleven paid holidays. Generous annual and sick leave. Excellent work life programs

Examples of duties

This position exists to provide the highest level professional support to the Executive Director (ED) and two Deputy Executive Directors (DED). This position will assist with developing and maintaining systems and procedures that support the ED and DEDs in implementing strategic goals and objectives and making executive decisions; understanding protocols, such as the state's budget, human resources, accounting, and purchasing protocols; understanding state law and governance to effectively support the ED's office; managing incoming and outgoing information requests for the ED and Deputy which is often confidential information and as such, requires discretion, prioritization and diplomacy, managing the flow of communication and information between the Executive Director's Office (EDO) and the Governor's Office, the Legislature, and other state agencies and institutions; representing the EDO; ensuring that matters concerning the office are efficiently and effectively brought to the ED, Deputy, or Senior Staff members for attention and or action; managing and supporting the ED and Deputy by producing and editing correspondence, reports and other documentation; receiving visitors and scheduling appointments; initiating conference calls; responding to general inquiries on behalf of the office and ED; serving as the Governor's advocate for the department; working in conjunction with the division directors, and handling special projects as assigned.

A summary of the duties and responsibilities will include, but are not limited to, the following:

Office Management

• Oversee all levels of office management for the Department's ED and Deputy EDs.
• Maintain an online and up to date calendar of the ED and Deputy EDs so that necessary meetings and calendars can be coordinated.
• Regularly check in with ED and DED on scheduling requests and priorities.
• Regularly attend and set up for DPA ELT meetings; demonstrate a consistent ability to clearly communicate to executive leadership in an efficient manner with a great degree of confidence.
• Implement and expedite requests of the ED and Deputy EDs by understanding department goals and priorities, consulting with subject matter experts, researching and compiling information for the ED and/or Deputies; review, monitoring timelines and alerting the ED, Deputy EDs and/or Division Directors of potential problems.
• Communicate decisions made about policies, procedures, and other decisions where required.
• Provide consistent, critical information in a timely manner and consults other positions in the department for advice where necessary or beneficial.
• Ensure the Executive Director’s Office is consistently stocked with work materials including binders, folders, pens, paper etc.
• Ensure proper functioning of Executive Director’s Office equipment including phones and Xerox machines
• Compile work-products for ED and Deputy Executive Directors (for example: Legislative Binders, Project Folders/ Portfolios etc.)

Public Liaison

• In coordination with the DPA Communications team, serve as the liaison between the general public and the EDO.
• Independently responds to inquiries by the general public on behalf of the ED and Deputy EDs.
• Exercise independent judgment to determine whether to handle the inquiries directly or to forward the inquiry directly to the ED or a Deputy.
• Detect, identify, and evaluate departmental problems that come to the Executive Office.
• Resolve problems or refer to ED or Deputy EDs with a recommended solution.
• Serve as the Governor's Advocate for the Department. Handling all citizen issues sent to this Department for resolution by the Governor's Constituent Services Office via email, written and/or telephone communications. Investigate the issue, determine the resolution, and communicate the result of this work to the Governor's Office and the involved citizen, after consultation with the ED.
• Maintain a database of issues and concerns received and communicate trends relating to state employees, customers and citizens issues to the ED.
• Solicit responses and /or information from various divisions within DPA.
• Contact agencies/authorities outside of DPA to resolve citizen complaints.
• Supplies workload statistics to ED and Governors' Constituent Services office on issues that have been addressed and the number of inquiries received.
• Assesses policy and agency business practices and recommends changes to the ED for improvement.

Program tracking and reporting

• Oversee operational and administrative program tracking and reporting functions including out of state travel requests, official function requests, leave requests, initiative and program tracking and reporting requested by the ED or DED.
• This involves collecting the relevant data, coordinating with the appropriate DPA program staff, interpreting and verifying information, consulting department policies as well as strategic and performance plans, highlighting issues, and recommending approval/ disapproval of requests to the ED.
• Serve as the Head Executive Assistant for the Department. Ensuring coverage by Departmental EAs for the ED and DED whenever the ED’s assistant is on leave/ unavailable.
• Conduct regular meetings with all Department EDs in order to ensure broad communication of policy changes, current events, and executive expectations.
• Develop positive working relationships with all leadership staff and department executive assistants in order to facilitate optimal communication and coordination among work units.

Scheduling

• Schedule meetings for the Executive Director (ED) and Deputy EDs. Responsible for preparing and coordinating all meeting materials, conference rooms, and official functions.
• Schedule all travel for the ED and Deputies by arranging and confirming travel accommodations.
• Receive and approve requests for the ED's and Deputies’ appointments, speaking engagements and conferences based on knowledge of priorities, deadlines, departmental issues, and the legislative process.
• Determine and collect the necessary background material for the ED's and Deputy's meetings.
• Resolve scheduling conflicts based on knowledge of priorities and fast changing conditions including assigning other senior staff to attend meetings on the ED's behalf.
• Organize and prepare ED and Deputies for various commissions and advisory councils.
• Gather information, research subject matter, and assemble materials as needed.
• Records minutes of meetings and follows up on necessary action items of EDO.

Qualifications

*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, but may be attached. 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. Resumes WILL NOT be reviewed for minimum qualification screening. If it is determined that you meet the minimum qualifications, your application will also be used as part of the comparative analysis process to identify a top group for further consideration.

This position is advertised in line with the Governor’s executive order (Executive Order 2022 015) focused on skills-based hiring practices that focuses on the knowledge, skills, and abilities specific to the job and aligns the hiring process accordingly. Skills-based hiring reduces potential barriers for applicants and allows for reduced bias in the hiring process by providing a direct description of skills that are unique to the duties assigned to the position with a recognition that the applicant may have developed these skills through education, training or past experiences.

Minimum Qualifications

Experience:
At least five (5) years of professional experience providing high-level executive support within an executive suite or senior management environment, including responsibilities such as managing complex schedules, coordinating executive communications, preparing strategic reports, and handling sensitive information.

OR
Education:
An equivalent combination of education and experience, where relevant higher education (such as a bachelor's degree or higher in business administration, management, or a related field) can substitute for direct executive support experience on a year-for-year basis.

Note: Candidates with primarily clerical or administrative roles lacking direct experience supporting senior executives or in an executive suite setting will be considered less suitable.


The exceptional candidate will possess the proven ability or accomplishment in the following preferred qualifications:

Conditions of Employment:

• A pre-employment criminal background check will be conducted as part of the selection process.

Comparative Analysis Process
The comparative analysis process for this position may consist of a structured application review, an online assessment and a structured interview.

Supplemental information

Employment Philosophy: The State of Colorado strives to build and maintain workplaces that value and respect all Coloradans. We are building a Colorado for All through a commitment to equal opportunity and hiring based on merit and fitness. The State is committed to non-discriminatory practices in hiring, employment, and advancement opportunities.

Accommodations The Department of Personnel & Administration 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, Heather Siegal heather.siegal@state.co.us