Executive Assistant -Driver License Section Director - Program Assistant II

State of Colorado Job Opportunities - Lakewood, CO3.5

Full-time
Department Information

Our mission at the Colorado Department of Revenue is to provide quality service to our customers in fulfillment of our fiduciary and statutory responsibilities while instilling public confidence through professional and responsive employees. Colorado Department of Revenue

The Department of Revenue offers 10 paid holidays per year, paid vacation and sick leave, discounted RTD Eco-Pass, BenefitHub, CafeWell, employee wellness programs included in a great benefit package.
Description of Job
The Executive Assistant to the Driver License (DL) Section Director assists the DL Director and other DL leadership in coordinating the activities and responsibilities of the DL Section. Additionally, it manages the DL section's programs on travel and procurement.

Coordinates all reporting for the DL Section to include monthly and yearly reports to the Division of Motor Vehicle (DMV) and The Department of Revenue (DOR) leadership.
Support DL Leadership as necessary on behalf of the DL Director.
Communicate with outside stakeholders to coordinate scheduling, follow up on requests, and being a point of contact for the DL Director.
Communicate with other sections, divisions, and departments on shared projects and meetings.
Work closely with DMV Administration Executive Assistants in coordinating communication and scheduling of Senior Leadership and the DL Section.
Assists in the management of the DL Director's calendar and email.
Review and analyze requests that come through the Director's Office and use judgment in determining where to assign and issue.
Prepare agendas, presentations and handouts for DL led meetings; prepare and distribute minutes for all meetings led by the DL Director
Responsible for creating and managing master schedule for the DL Section to track activities, tasks.
Follow up to ensure the completion of items on the schedule and escalate as necessary.
Responsible for managing the procurement card program for the DL Section.
Responsible for managing both in and out of state travel for the DL Section.
Track and analyze requests or complaints that come through the Directors office and use judgment determining where to assign.
Act as entry point to the Driver License Section establishing a professional and inviting domain for employees, Visitors, and citizens of Colorado.
Work extensively in Google Suite, Microsoft Suite, ASANA, and other software as assigned
Other duties as assigned by the DL Director.
Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights
Candidates shall possess good communications skills (both oral and written) and interpersonal skills, the ability to multi-task, the ability to work responsibly 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.

Minimum Qualifications
Five years of general clerical or administrative experience any combination of which must have included the following:
At least three years of experience supporting executive level management.
Applicants must possess advanced computer skills using MS Office Suite to create documents, reports, spreadsheet, and database. Advanced computer skills includes but is not limited to: search and sort routines, manipulation of data, query management, complex formatting, calculations, data import/export, and database report creation/generation with the ability to sort and track different data needed to produce a wide variety of reports.

NOTE: All five years of the required experience, including the specific experience items listed above as well as experience listed under the preferred qualifications, must be specifically addressed under the Duties section of your Work Experience on your properly completed Application in order to be considered. "See Resume'" statements will not be accepted in lieu of a properly completed application.

(Part-time experience will be pro-rated.)

Substitutions:
Additional appropriate education in Business, Public Administration, Management or a field of study related to the work assignment will substitute for the required experience on a year-for-year basis but not for the specific experience.

Preferred Qualifications:The preferred candidate will possess the following:
Previous state or local government workplace experience
Previous experience in Legislative Tracking processes
Experience coordinating/leading committees or other structured events/groups in a professional setting
Additional years of experience providing administrative support to a department, manager and/or executive.
Experience providing administrative support to a department, manager and/or executive includes:
Documenting the minutes of meetings
Maintaining a department or executive calendar / schedule
Organizational skills spanning a department, manager and/or executive
The ideal applicant will possess advanced computer skills using MS Office Suite and Google Sheets and Documents to:
Create documents, reports w/charts & graphs, spreadsheets, and databases

Advanced computer skills includes but is not limited to:
search and sort routines
manipulation of data
query management
complex formatting
calculations
data import/export
Database report creation/generation with the ability to sort and track different data needed to produce a wide variety of reports
Excellent written communication skills, both verbal and written

NOTE: All five years of the required experience, including the specific experience items listed above as well as experience listed under the preferred qualifications, MUST be specifically addressed under the Duties section of your Work Experience on your properly completed Application in order to be considered. Additionally, you must provide at least one reference that can verify the experience documented on your application. "See Resume'" statements will not be accepted in lieu of a properly completed application.

CDOR Special Requirements
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.
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.
Applicants are strongly encouraged to apply online. However, if NOT applying online, applications from Department of Revenue employees may be faxed to 303-866-3718.
Supplemental Information
APPLICATION, MINIMUM QUALIFICATIONS & COMPARATIVE ANALYSIS
E-mail Address: All correspondence regarding your status in the selection/examination process will be conducted via Complete Online Application -detailing how your experience and education meet the stated minimum and preferred qualifications of the job. "See Resume" statements will not be accepted in lieu of a properly completed application.

Applicant Checklist

A "Complete Application" must include:
Complete Online Application-detailing how your experience and education meet the stated minimum and preferred qualifications of the job. "See Resume" statements will not be accepted.
Cover letter of interest-detailing how your experience and/or education meet the stated minimum and preferred qualifications of the job
Resume-detailing summary of work history
Completed Supplemental Questionnaire-found at the end of the online application
College Transcripts (when requested, or when using education to meet minimum qualifications)- a copy of your official or unofficial transcripts showing that your degree has been conferred and the name of your school, or your National Association of Credential Evaluation Services (NACES) accreditation.
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.

Minimum Qualifications
The online application will be used to determine if you meet the Minimum Qualification requirements. It is imperative that you read the Minimum Qualifications and make certain that job duties and education (if applicable) in your online application "draw correlations" to the Minimum Qualifications. Human Resources Analysts will not infer you meet the Minimum Qualifications if experience isn't detailed in the application.

  • Years of experience 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.)*
Comparative Analysis
The state personnel system as defined by the Colorado Constitution requires that all jobs within the classified system be filled through comparative analysis. The number and types of comparative analysis will depend on the position being filled as well as the number of qualified applicants. You may be considered for vacancies only if you have successfully completed the comparative analysis process. A comparative analysis is a process that compares specific job-related knowledge, skills, abilities, behaviors and other competencies. The process can include multiple components including structured interviews, application/resume review, oral panel examinations, written objective tests (multiple-choice, true/false), written narrative tests, performance tests, training and/or experience evaluations, or physical capacity tests.

HOW TO APPLY: Thank you for your interest. Submit an on-line application by clicking the link below or submit a State of Colorado Application for Announced Vacancy and all supplemental questions according to the instructions provided below. Failure to submit a complete and timely application may result in the rejection of your application. Applicants are responsible for ensuring that application materials are received by the appropriate Human Resources office before the closing date and time listed above.

TRANSCRIPTS REQUIRED: An unofficial copy of transcripts must be submitted at the time of application. Transcripts from colleges or universities outside the United States must be assessed for U.S. equivalency by a NACES educational credential evaluation service. This documentation is the responsibility of the applicant and must be included as part of your application materials. Failure to provide a transcript or credential evaluation report may result in your application being rejected and you will not be able to continue in the selection process for this announcement.