The Department of Regulatory Agencies (DORA) is dedicated to preserving the integrity of the marketplace and is committed to promoting a fair and competitive business environment in Colorado.
Consumer protection is our mission.
Description of Job
The Division of Professions and Occupations (DPO) provides consumer protection through its regulation of 345,000 licensees within more than 50 professions, occupations, and business entities in the state of Colorado.
The Director's Office exists to provide oversight of operations in the division to ensure the delivery of customer friendly services internally and externally. The work unit provides collaborative and strategic oversight of operational functions, including assisting the Division Director by providing administrative support; assisting the Director with budget, accounting, fiscal year planning and travel and reimbursements; constructing meeting materials; and coordinating events and calendars.
This position provides operational, logistical and project support to the Division Director and the Director's Office; provides independent, high-level support to the Division Director; and assists with preparing internal Division communications.
Duties include, but are not limited to:
Drafting and managing internal communications on behalf of the Division Director;
After obtaining guidance from the Division Director and Chief of Staff, organizes employee forums, workgroups, recognition ceremonies and other engagement opportunities in order to maintain and further division culture;
Managing content and communication for the DPO Toolkit-Tell Us How We Are Doing mailbox;
Maintaining professional communication via phone, e-mail, mail, and in person;
Providing support during the legislative session by tracking bills, hearings, and calendars while coordinating with the Executive Director's Office's legislative team;
Maintaining and/or providing quality assurance checks on legislative files while using guidance provided by the division and/or DORA;
Conducting day-to-day operations of the Director's Office including projects which require the Director's attention, approval or signature;
Overseeing the processing of documents for the Director's review and authorization;
Processing invoices for the Director including travel, official functions, and advocacy/red-tape letters;
Screening and routing/handling calls appropriately;
Serving as the Division Director's event coordinator;
Managing the Division Director's calendar by performing real-time scheduling support through booking appointments and preventing conflicts;
Making travel arrangements such as booking flights, cars, and making hotel and restaurant reservations for the Director.
Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights
MINIMUM QUALIFICATIONS (MQs):
Four (4) years of professional* experience providing para-professional and/or administrative office support, with at least a minimum of one (1) year providing high-level executive office support in a fast-paced, high-volume environment which must include the following:
Experience providing outstanding customer service both internally and externally in person, by phone, electronically and by means of general correspondence;
Experience managing multiple projects, competing interests and multiple calendars, including updating frequently changing schedules;
Experience acting as a point-of-contact between executives and employees/clients; and,
Demonstrated experience working with Google Suite products, such as Google Docs and Sheets, and/or Microsoft Office products, such as Excel and Word, at a proficient level.
Document this experience in your application IN DETAIL, as your experience will not be inferred or assumed. Part time experience will be prorated.
Graduation from an accredited college or university with a bachelor's degree in business, business administration, public administration, or a closely related field may be substituted for the general experience on a year-for-year basis but not for the one (1) year of experience providing high-level executive office support in a fast-paced, high-volume environment.
- Professional work involves exercising discretion, analytical skill, judgment and personal accountability and responsibility for creating, developing, integrating, applying, and sharing an organized body of knowledge that characteristically is: uniquely acquired through an intense education or training regimen at a recognized college or university; equivalent to the curriculum requirements for a bachelor's or higher degree with major study in or pertinent to the specialized field; and continuously studied to explore, extend, and use additional discoveries, interpretations, and application and to improve data, materials, equipment, applications and methods.
Demonstrated experience working in a regulatory environment;
Demonstrated experience organizing meetings including meeting dates and times, space, resources, preparing materials, and managing frequently changing schedules;
Demonstrated experience working independently with minimal direction;
Demonstrated experience planning and facilitating follow-through of professional events;
Demonstrated experience working in a high-profile environment;
Demonstrated experience working as an executive assistant for high profile leaders;
Proficient in using Microsoft Excel and Google Sheets for tracking purposes.
The following knowledge, skills, abilities, and personal characteristics are required competencies and may be considered during the selection process (including examination and/or interview):
Demonstrated verbal communication skills, including the ability to effectively convey information to audiences in a concise manner;
Demonstrated written communication skills, including the ability to relay complex and detailed information to various stakeholders in a clear, concise manner;
Demonstrated attention to detail in order to ensure accuracy, thoroughness, and consistency;
Critical thinking and analysis skills, including having the ability to evaluate and analyze information in order to apply knowledge and decide on the most appropriate course of action;
Problem solving skills, including the ability to devise solutions when issues with the management of priorities or competing priorities arise;
Creativity and flexibility, including the ability to adapt to shifting priorities and additional work assignments;
Organizational skills, including planning and prioritizing tasks;
Time management skills, including the ability to meet hard deadlines and multitask;
Project management and planning skills, including the ability to coordinate complex projects;
Ability to collaborate with various internal and external stakeholders, including the ability to work closely with others to complete tasks and navigate challenges;
Sound judgment and the ability to use discretion and maintain confidentiality when necessary;
Ability to identify and track trends;
Ability to manage competing priorities and demands, including pivoting tasks and focus when necessary;
Self-starter, including the ability to work independently and take initiative to complete tasks;
Forward-thinking, including the ability to assess situations and anticipate needs;
Ability to see bigger picture and assess extenuating factors when scheduling and planning events;
Customer service skills, including interpersonal skills and the ability to interact diplomatically and professionally with stakeholders;
Ability to accept and apply constructive criticism, take ownership of mistakes and improve from them;
Knowledge and understanding of the use of PC software applications, including Microsoft Office (Word and Excel) and Google Suite, as well as the use of databases.
Conditions of Employment:
Candidates who fail to meet the conditions of employment will be removed from consideration.
The successful passing of a reference check and/or, if required, a background check.
A reference check may include but is not limited to:
contacting previous and current supervisors to verify employment and discuss performance, a review of the personnel file, a review of the performance record, etc.
The type of background check depends on the job duties of the position, and can include a review of any criminal record, credit report, and/or driving record.
PLEASE READ - Required Application Materials
Interested individuals must submit the following online:
1. A completed State of Colorado Application (log-in to your current NeoGov account or create a NeoGov account to complete the online application). Note: Incomplete applications, including incomplete work history sections or "see résumé," "see attachment," or "see addendum" statements, will not be accepted in lieu of a completed application form.
2. A current email address on your application, as all communication pertaining to this position will be conducted via email. Please set up your email to accept messages from email@example.com and '@state.co.us' addresses, and check your email often. Note: The department cannot guarantee the successful delivery of email, including incorrect filtering into junk mail folders.
3. A detailed cover letter, explaining how you meet the required competencies and how your accomplishments, qualifications, skills, areas of expertise, personal characteristics, etc. make you a good fit for this position; you may also attach additional documents that demonstrate this.
Comparative Analysis Process:
Structured Application Review
Part of, if not the entire, comparative analysis process for this position will involve a review of the information you submit in your application materials; Therefore, it is paramount that in the experience portion of your application and cover letter, you describe the extent to which you possess the education, experience, and competencies outlined in the job announcement as well as the required and/or preferred qualifications/competencies. You are also encouraged to attach additional documents to that effect. Failure to include adequate information or follow instructions may affect your score and prevent you from competing in subsequent measures used to arrive at a top group of applicants.
Candidates who wish to assert Veterans' Preference should attach a copy of their DD214 to their application. Failure to do so will result in being denied Veterans Preference.
Former State Personnel System employees who were disciplinarily terminated or resigned in lieu of termination must disclose this information on the application. Colorado Revised Statutes require that all state employees be hired and promoted through competitive examination of merit and fitness. Failure to include the required information, failure to follow instructions, and/or failure to submit materials by the application deadline may result in your application not being considered for the position and may affect your score or inclusion in the final pool of qualified candidates.
Any person with a disability as defined by the ADA Amendments Act of 2008 (ADAAA) may be provided a reasonable accommodation upon request to enable the person to complete an employment assessment. To request an accommodation, please contact firstname.lastname@example.org at least five business days before the assessment date to allow us to evaluate your request and prepare for the accommodation. You may be asked to provide additional information, including medical documentation, regarding functional limitations and type of accommodation needed. Please ensure that you have this information available well in advance of the assessment date.
If you receive notice that you have been eliminated from consideration for the position, you may protest the action by filing an appeal with the State Personnel Board/State Personnel Director within 10 days from the date you receive notice of the elimination.
Also, if you wish to challenge the selection and comparative analysis process, you may file an appeal with the State Personnel Board/State Personnel Director within 10 days from the receipt of notice or knowledge of the action you are challenging.
Refer to Chapters 4 and 8 of the State Personnel Board Rules and Personnel Director's Administrative Procedures, 4 CCR 801, for more information about the appeals process. The State Personnel Board Rules and Personnel Director's Administrative Procedures are available at spb.colorado.gov.
A standard appeal form is available at:
www.colorado.gov/spb. If you appeal, your appeal must be submitted in writing on the official appeal form, signed by you or your representative, and received at the following address within 10 days of your receipt of notice or knowledge of the action: Colorado State Personnel Board/State Personnel Director, Attn: Appeals Processing, 1525 Sherman Street, 4th Floor, Denver, CO 80203. Fax: 303-866-5038. Phone: 303-866-3300. The ten-day deadline and these appeal procedures also apply to all charges of discrimination.