Administrative Assistant

State of Colorado
Full Time 40 per week $48,396 - $58,080 Per year CO Colorado
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Overview

Department Information

This posting is only open to residents of the State of Colorado at the time of submitting your application. 

This posting may fill other similar positions in the same class including some permanent regular and term-limited positions.

About the Colorado Department of Local Affairs

The Department of Local Affairs (DOLA) serves as the primary interface between the State and local communities. The Department provides financial support to local communities and professional and technical services (including training and technical assistance) to community leaders in the areas of governance, housing, and property tax administration. While all state governments provide such services through various Departmental structures, Colorado’s approach is unique in that these local community services are gathered into one Department of “Local Affairs,” which has a central focus on strengthening Colorado communities and enhancing livability.

Vision

The Department of Local Affairs is responsible for strengthening Colorado's local communities through accessible, affordable, and secure housing; implementing property tax law; capacity building, strategic training, research, technical assistance, and funding to localities. 

Mission

Our mission is to help strengthen Colorado’s communities.

Why work for the Colorado Department of Local Affairs?

The work we do matters greatly.  It matters to us and it matters to the citizens of the great state of Colorado.   We love our community and are passionate about supporting our community.  We value the  that Colorado offers.  If your goal is to build a career that makes a difference in communities across the State, consider joining the dedicated people of the Department of Local Affairs.

In addition, we offer a great location and great benefits, which include:

  • Strong, secure, yet flexible retirement plans including   plus pre-tax and 

  • Paid life insurance

  • Short and long-term disability coverage

  • 11 paid holidays per year plus vacation and sick leave

  • RTD EcoPass to all eligible State Employees 

  • Flexible work schedule options and remote-work options

  • Some positions may qualify for the Public Service Loan Forgiveness Program. For more information go to  

  • Training opportunities

  • Variety of Free discounts on services and products available through the State of Colorado's Work-Life Employment Discount Program.

Description of Job

Description of Job:

The Division of Property Taxation exists to coordinate and administer the implementation of property tax law throughout the sixty-four counties of Colorado to ensure that valuations are uniform and that each property class is responsible for its fair share of the total property tax obligation. This includes providing technical assessment assistance and promoting the equalization of property valuation. In addition, this work unit provides support and technical expertise to the Governor, General Assembly, State Board of Equalization, County Boards of Equalization, Board of Assessment Appeals, Statutory Advisory Committee, and the general public. It also creates and maintains policy manuals, advanced education curricula, and on-site training and assistance for county assessors and their staff. The work unit assists and enhances the efficiency and effectiveness of county assessors and their staff by creating and implementing techniques, education, training on unique issues and other technical assistance on a wide spectrum of statewide issues regarding complex administrative and appraisal processes.

This position provides administrative support to the Property Tax Administrator, Deputy Director and the State Assessed Section. It supports the Budget Analyst/Board Coordinator with State Board of Equalization meetings, statutory Advisory Committee meetings. The position is responsible for assembling and distributing the DPT weekly bulletin, making travel and meeting arrangements, recording and writing the first draft of the minutes of meetings, performing data entry into various databases, maintaining the division’s website and providing customer service to county officials, taxpayers, legislators and the general public. Once a year the position helps gather data and assemble the Annual Report to the Governor.
Job Duties
Specific duties include but are not limited to:

 Clerical

  • Position responds and prioritizes daily clerical needs in a timely manner.
  • Distributes information via mail, e-mail, and fax to appropriate parties.
  • Establishes, maintains, and updates office record keeping systems, tickler files, forms, internal logs, and reminder notices.
  • Analyzes data to ensure appropriate actions are taken.
  • Utilizes office equipment such as phone, computer, printer, scanner, and copier.
Customer Service
  • Position serves as point of contact for the unit staff.
  • Receives and screens inquiries and ensures response and/or follow-up are completed.
  • Solves problems, errors, and complaints.
  • Researches information to resolve problems or concerns when solution is unclear. 
  • Instructs customers on filling out forms/documents.
  • Schedules meetings and administrative appointments.
  • Takes /transcribes/distributes meeting minutes as requested.
  • Assists with obtaining information/documents as requested.

Data Management
  • Position creates, maintains and tracks data using appropriate software.
  • Prepares and generates reports.
  • Enters time for staff as assigned.
  • Designs and revises electronic record keeping systems, and documents to include hand-outs, flyers, instructions, manuals, etc.
  • Detects and corrects errors on all assigned work.
  • Utilizes Microsoft Word, Access, Excel, Power Point, DCIS, PCDCIS and other computer programs to enter, track, and retrieve data.
  • Assists in assembling data necessary for Annual Report to the Governor. 
Communication
  • Ensures clear and concise communication with customers, co-workers, supervisors, and appointing authority.
  • Trains unit staff on clerical and office operations to ensure effective, efficient, and elegant delivery of services.
  • Drafts, prepares, edits, and publishes correspondence, documents, reports, etc., from written material or verbal instruction. 
  • Edits and proofs documents to ensure they are error-free before distribution.
  • Observes, receives, and obtains information from all relevant sources.
  • Corresponds by phone, e-mail, memo, letter and other means.
Administrative Support to Property Tax Administrator and Division Management  
  • Provide direct administrative support for the Property Tax Administrator (PTA), Deputy Director and State Assessed Section.
  • Submit drafts of letters and memos for PTA’s signature. Writes and signs letters and memos to various groups to provide or obtain information.
  • Writes announcements and cover page for DPT weekly bulletin from the PTA, edits and distributes bulletin.
  • Helps maintain PTA’s calendar.
 Data Input and Support for State Assessed Section 
  • Log in approximately 300 State Assessed extension requests and 630 Annual Statements of Property (ASOPs).
  • Tracks extension requests and sends confirmation letters. 
  • Enters data for the state assessed section as necessary from company Annual Statements of Property.
State Board of Equalization/Statutory Advisory Committee Support 
  • Provides staff support as necessary for the State Board of Equalization (SBOE) and the Statutory Advisory Committee to the Property Tax Administrator (SAC).
  • Duty includes tracking the timing of meetings, finding appropriate locations, notifying all concerned parties of meetings, providing all documentation necessary for the meetings, recording of meetings and writing initial drafts of meeting minutes.
  • Maintenance of all information, files, mailing lists, dockets and other related documents of the SBOE and SAC.
  • Ensures that SAC information is filed with Legislative Legal Services in a timely manner.
  • Provides and collects necessary documents such as W-9s and expense reimbursement forms for board and committee members.
Ordering of Office Supplies/Office equipment management/CheckLog 
  • Orders office supplies for Division.
  • Provides support for purchase requisitions, travel and various other accounting forms and requests.
  • Checks in and out Division laptop computers, projectors, cameras and various other types of equipment and see to their maintenance and up-keep.
  • Check Log database to enter incoming checks.
  • With input from the Budget Analyst/Board Coordinator determines appropriate funding source(s) to use when processing office supply orders or other purchase requests, and clears larger purchases with PTA prior to ordering.
Provide public information
  • Answer and direct or answer directly inquiries in general from county officials, taxpayers, legislators and the general public, and specifically for the Property Tax Administrator  and State Assessed Section when necessary.
  • Cover the front desk and answer Division phones as a back-up when required and direct calls to appropriate personnel. 
Division Lead on Website Management 
  • Maintain Division website ensuring all necessary information contained therein is current.
  • Provide information that needs to be uploaded, updated, changed or removed to DOLA’s Digital Communications Team.
  • Update website information including notification of public meetings, changes to the Assessors’ Reference Library, Annual Statements of Property for State Assessed taxpayer access, application and information for the timely filing of Exempt property Annual Reports and other information.
 

Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights

Class Code & Classification Description:

MINIMUM QUALIFICATIONS:

Experience Only:
Three (3) years of relevant experience providing administrative support that includes maintaining records and database management.

OR

Education and Experience:
A combination of related education from an accredited institution and/or experience providing administrative support that includes maintaining records and database management equal to three (3) years.

Preferred Qualifications: 

  • State of Colorado government experience in an administrative or office support role 
  • Experience working in a judicial, quasi-judicial or legal business environment or Paralegal certification
  • Experience using databases
  • Experience working with Microsoft Excel
  • Experience in customer service, including working with stakeholders with varying degrees of knowledge and/or technological skills
  • Experience creating and maintaining desk procedures
  • Experience working in an environment requiring multi-tasking skills

Required Skills and Competencies:

  • Strong customer service skills
  • Strong attention to detail
  • Strong organizational skills
  • Excellent verbal and written communication skills
  • Ability to work independently
  • Ability to multi-task and meet deadlines
  • Strong interpersonal skills
  • Proficiency with MS Office suite, Google Suite, and other database applications            

Conditions of Employment:

  • You MUST be a Colorado resident to apply for this position.


Applicant Checklist: Only complete applications submitted on or before the closing date for this announcement will be given consideration. Failure to submit all required documents by the closing date of this announcement may result in your application being rejected.  For assistance with the application process, please review the following video provided by the Colorado Department of Personnel & Administration .

Work history must be documented in detail under the experience portion of application-"see resume" will not be accepted.


Complete Applications must include the following documents:
1) A complete Application for Announced Vacancy (Submit online using the link in this announcement)
2) A complete Supplemental Questionnaire (Submit online as part of your application)


Recommended:

3) A chronological resume (Attach to your online application, late submissions will not be accepted)

4) A Cover Letter with a Written Narrative.  The written narrative should describe your interest in this position and specifically how your education, abilities, skills and experience relate to the requirements, responsibilities and competencies listed in the job announcement. (Attach to your online application, late submissions will not be accepted)


Minimum Qualifications and Comparative Analysis: 
Part of, or the entire comparative analysis for this position, may involve a review of the information submitted in the application material, including the answers to the supplemental questions. Therefore, it is paramount that in the experience portion of the application, the applicant describes the extent to which they possess the education, experience, competencies and background as they relate to the duties outlined in the job announcement, as well as the special and/or preferred qualifications.

  • 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. 

  • Under "Duties," describe clearly the tasks you performed and the nature of your supervisory, technical, or other responsibilities as they relate to the job for which you are applying. Be complete and specific in detailing of duties.

  • 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. 

  • Failure to include adequate information or follow instructions may affect the applicant's score and/or prevent them from competing in any subsequent measures used to arrive at a top group of applicants. 

  • Factors to be assessed are those outlined in the requirements, competencies, and preferred qualifications.

  • Years will be expressed in terms of full-time equivalent service with full-time workload equal to one (1) Full-Time Equivalent (FTE) year. No more than 1.00 FTE year may be credited in any twelve (12) month period. Positions working 40 hours or less per week will be prorated (30 hrs/wk=0.75 FTE=9 mos credit; 20 hrs/wk=0.5 FTE=6 mos credit; 10 hrs/wk=0.25 FTE=3 mos credit) 

The eligible list established from this posting may be used to fill additional vacancies.


Comparative Analysis:
Colorado Revised Statutes require that state employees are hired and promoted through a comparative analysis.  The comparative analysis for this position will include a skill assessment.   Depending on the number of qualified applicants, the next step will include a video or a voice screening of the applicants. 
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