Administrative Assistant II

State of Colorado Job Opportunities - Lakewood, CO3.5

Full-time
Department Information

The Colorado Department of Revenue (CDOR) employs approximately 1,600 hard-working and dedicated employees throughout Colorado. We can be seen performing functions as varied as auditing and collecting taxes, issuing driver licenses and motor vehicle titles, marketing lottery products, enforcing liquor laws, and regulating gaming, horse racing, marijuana, and the auto industry and assisting the citizens of our state.

The Colorado Department of Revenue will provide quality service to our customers in fulfillment of our fiduciary and statutory responsibilities while instilling public confidence through professional and responsive employees.

CDOR Vision
To become the premier Department of Revenue known for its outstanding customer service, innovation, and dedicated employees.
CDOR Mission
The Department of Revenue will provide quality service to our customers in fulfillment of our fiduciary and statutory responsibilities while instilling public confidence through professional and responsive employees.

The Department of Revenue offers 10 paid holidays per year, paid vacation and sick leave, discounted RTD Eco-Pass, BenefitHub program (discounted merchandise, food and travel, etc), CafeWell, employee wellness program and a great benefit package.
Description of Job
The Vehicle Services Unit

Processes, approves or rejects title, registration and International Registration Plan applications by analyzing and evaluating application documents for compliance with Colorado Revised Statutes, federal law, Colorado Code of Regulations, International Registration Plan and administrative procedures.
Ensures proper processing of applications, issuance of title, registration, and International Registration Plan credentials for approved applications.
Cash handling for customers and daily balancing of drawer against the Cash Tendering System Report.
Reports over/short monies to Lead or Supervisor.
Informs and advise government agencies, dealers and the general public over the counter of the requirements to apply for a Colorado Title and/or Registration, including International Registration Plan registrations, motor vehicle record searches and other duties as assigned.

The Back Office Cashiering Unit
Processes, approves or rejects title and registration applications by analyzing and evaluating application documents for compliance with Colorado Revised Statutes, federal law, Colorado Code of Regulations and administrative procedures.
Ensures proper processing of applications, issuance of title and registration credentials for approved applications.
Cash handling for all mail in applications and daily balancing of drawer against the Cash Tendering System Report.
Reports over/short monies to Lead or Supervisor.
Informs and advise government agencies, dealers and the general public via mail of the requirements to apply for a Colorado Title and/or Registration, motor vehicle record searches and other duties as assigned.

The Title Services Unit
Determines whether to issue or reject a motor vehicle title application by analyzing, and auditing application documents for compliance with Colorado Revised Statutes, federal law, rule and administrative procedures manual.
Prepares written documents to advise counties as to what action needs to be taken to properly complete the title application process.
Informs and advises government agencies, the general public and County Motor Vehicle office's by telecommunications.
Ensures that all title applications received are sorted and dispatched correctly to the Title Services Unit for auditing and/or verification.
Ensures that all incoming and outgoing mail for the Title and Registration Section is accurately processed and distributed.
Prepares title applications for imaging section by removing staples and sorting applications as necessary.
The Customer Service Center
Inform, advise, review, and revise state records for government agencies, financial institutions, automobile dealers, other state agencies, International Registration Plan registrants, and the general public of title and registration information by telecommunication.
Respond to general correspondence received by letter and email under the confidentiality requirements.
Purge Colorado vehicle record when title has been surrendered to another state, disposed of as junk, or a manufactured home when it has been permanently affixed to the ground.
Identify and research account information, verifying all submitted documents, payments, posting errors.
Provides copies of motor vehicle ownership information to government agencies, participants in the abandoned vehicle process and the general public in accordance with established confidentiality requirements and procedures.
Provides imaging functions for all of Title and Registration Section's documents, for archiving, according to established retention schedules; and other duties as assigned.
Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights

MINIMUM QUALIFICATIONS:
Two years of general clerical experience.

General Clerical Work is work that is typically performed by secretaries, office clerks and/or administrative assistants this includes, but is not limited to tasks such as:

Experience providing exceptional customer service and interfacing with a variety of people from many levels within the organization and community, greeting customers, referring them to the right people, making appointments
Answering phones, using a phone switchboard or managing multiple lines and taking messages, sending or making memos
Data Entry including: entering information into a program or database (appointments, contact information, customer records)
Familiar with the equipment and software used in offices (E-Mail, Microsoft Office programs (Word, Excel, PowerPoint)
Operation of sophisticated computer systems, printers, copiers, fax machines and other technologies
Typing letters, reports, briefings, forms, memoranda, etc...
Creating labels, preparing envelopes, making signs/brochures
Sorts, files and maintains alphabetical, numerical, and subject filing systems
Sorts mail, mails letters and packages
Ordering new office supplies, keeping track of inventory of supplies
Checks and compares data for accuracy and completeness
Gathers specified information and compiles routine reports
Helping people set up PowerPoint presentations, setting up meeting rooms
Running errands or taking orders for various requests
Effective verbal and written communication skills

Preferred Qualifications:The preferred candidate will possess:
Excellent written and verbal communications skills
Excellent customer service skills
Strong analytical skills
Organized time management skills
Accuracy and attention to detail
Experience working on a team
Cash handling experience

DOR REQUIRED SKILLS & COMPETENCIES:
Competencies required for all DOR positions include good communications skills (both oral and written), interpersonal skills, the ability to follow written and oral instructions, the ability to multi-task, the ability to work with confidential information, the ability to work in high-stress environments, and the demonstrated ability to assist customers in an effective, efficient, and elegant manner.

The following are conditions of employment with the Colorado Department of Revenue:
1. All employees must be current with their income tax filings and payments with the State of Colorado. This includes successfully passing a pre-employment evaluation of your tax records/accounts.
2. Employees are in a position of public trust in the performance of their job duties and must operate in a manner that maintains the highest standards of honesty, integrity, and public confidence. All job finalists require successful completion of a background investigation and reference check prior to appointment. Background checks may include national criminal, financial, traffic, civil, education, and/or experience checks or any other checks related to the job assignment. Fingerprint background checks and pre-employment drug testing may also be required for some positions.

APPEAL RIGHTS:
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 www.colorado.gov/spb.

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.
Supplemental Information

E-MAIL ADDRESS:
All correspondence regarding your status in the selection/examination process will be conducted via e-mail. Include a working email address on your application; one that is checked often as time sensitive correspondence WILL take place via email. Exam information or notification will take place via email; check your email frequently. Please include your current e-mail address on your application and set up your e-mail to accept messages from "state.co.us" and "info@governmentjobs.com" addresses. It is your responsibility to ensure that your email will accept these notices and/or review your junk mail and spam filtered email.

APPLICANT CHECKLIST:
Only complete applications submitted by the closing date for this announcement will be given consideration. Failure to submit properly completed documents by the closing date of this announcement may result in your application being rejected.

Complete Applications must include the following documents:
1) A complete CDOR Application for Announced Vacancy (Submit online using the link in this announcement)
2) A complete Supplemental Questionnaire (Submit online as part of your application)
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. "See resume" statements will not be accepted in lieu of a properly competed application. 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 pro-rated (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)