Constituent Services and Correspondence Coordinator - Denver, CO

Department Information · Colorado for All · The State of Colorado strives to create a Colorado for All by building and maintaining workplaces that value and respect all Coloradans through a commitment to equal opportunity and hiring based on merit and fitness. The State is resolu ...

Job description

Department Information

Colorado for All

The State of Colorado strives to create a Colorado for All by building and maintaining workplaces that value and respect all Coloradans through a commitment to equal opportunity and hiring based on merit and fitness. The State is resolute in non-discriminatory practices in everything we do, including hiring, employment, and advancement opportunities.

Colorado For All - Colorado Employee Reflections

Department Information

Colorado Governor Jared Polis is committed to building a Colorado For All, a place where everyone has an opportunity to succeed and live the Colorado way of life. Governor Polis is focused on lowering health care costs for hardworking Coloradans, transitioning the state to renewable energy sources, ensuring every Colorado child gets a quality education, making housing more affordable and available, improving public safety, and building an economy that works for everyone. The Office of the Governor's staff includes budgeting, communications and outreach, legal counsel, legislative liaison, operations, policy and research, and scheduling.

Transparency Posting

The announcement is for transparency purposes only to comply with the Equal Pay for Equal Work Act.

An intended candidate has been identified for this position.

Description of Job

Position Title: Constituent Services and Correspondence Coordinator

Department: Internal Operations

FLSA Classification: Exempt

Organizational Relationships: This position reports to the Deputy Director of Community Engagement

Expected Annual Travel: None

Position Summary: The Constituent Services and Correspondence Coordinators oversee the constituent services, correspondence and internship program within the Office of the Governor. These positions work with policy and operations staff within the Governor's Office, as well as with State Agency Advocates to help provide both access and easy navigation for all Coloradans. The primary responsibility of the Coordinator is to respond to citizen concerns and issues in a timely manner. Constituents may contact the office by phone, written correspondence, or in person. This position will be assigned a portfolio and works with a team of two other individuals who work in coordination to complete the following responsibilities:

Essential Duties and Responsibilities:

Constituent Services:

• Provide methodology and execution of constituent concern intake and response by phone, written correspondence, or in-person; determines jurisdiction of all casework
• Arrange correspondence and signature requests between different Colorado State Departments
• Provide updates to the Citizen's Guide to Colorado State Government, as needed
• Coordinate meet and greet with walk-in citizens
• Manage concerns and issues with the agency Advocates and organizes/coordinates agency Advocates quarterly meetings
• Coordinate agency advocate communication on resolution of individual cases
• Track and report weekly, monthly and yearly on constituent contacts
• Manage application of the Salesforce Constituent Services System in day-to-day activities and office-wide administration.

Correspondence:

• Coordinate with Governor's and agency staff to ensure external and internal communications are accurate, consistent, and conform to state brand and office style guide, including copyediting all outgoing products.
• Responsible for maintaining thorough records of all official communication from the office to stakeholders at the local, state and federal level.
• Custodian of Governor's letterhead and signature for internal and external use.
• In coordination with the Deputy Press Secretaries, serve as office lead for identifying, processing, and executing casualty assistance programs for fallen military and public safety personnel.
• Monitor media reports, coordinate flag status and presentation, liaise with local, state, and federal partners, and arrange other honorific services so the Administration can provide support and consolation to families in need.
• Oversee correspondence program-including, but not limited to, drafting proclamations, congratulatory letters, letters of recognition, welcome letters, retirement letters and flags.
• Ensure all external and internal Governor's Office communications are following WCAG accessibility standards.
• Manage application of the Salesforce Correspondence System in day-to-day activities and office-wide administration.

General Administration:

• Responsible for all operations in the Governor's correspondence office, including hiring and managing interns, processing and prioritizing casework; creating and implementing policies, procedures, and systems to optimize workflow and to ensure high-quality customer service for every Constituent
• Work with other Governor's office departments to place interns in various departments
• Research and stay up to date on Colorado Revised Statutes and application to concerns and issues.
• Serve as Office representative to communities around the state through meetings, events and locations as needed.
• Special projects as needed.

Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights

Education/Experience:

• Minimum of two years experience in customer service or public contact work required.
• Ability to organize and manage multiple priorities and the flexibility to creatively adapt to ever-changing circumstances and events is essential to success in this position.
• Ability to maintain a high level of confidentiality.
• Intermediate to advanced computer skills required.
• Excellent written and oral communication skills.
• Strong interpersonal and supervisory skills.

Preferred Qualifications:

• Familiarity with federal, state and local government structures as well as private sector resources is a plus.
• Experience working with executive level staff.
• Previous experience working in a team environment.
• Knowledge of Salesforce or similar software helpful.

Conditions of Employment:

• Applicants must pass a thorough background check prior to employment.
• Individual selected must reside in Colorado at time of employment.

Supplemental Information

To Apply:

The State of Colorado/Office of the Governor offers a generous benefits package including:

• Annual leave accrued at 13.33 hours per month (4 weeks a year)
• Sick leave accrued at 6.66 hours a month (10 days a year)
• 12 paid holidays per year
• Medical and dental plans
• State paid life insurance policy of a minimum of $50,000 or 1x annual salary
• Choice of 2 retirement plans
• 401K and 457 plans
• State paid Short Term Disability coverage
• Additional optional life and disability plans
• Credit Union Membership
• RTD pass
• Training and professional development

To learn more about State of Colorado benefits visit:

Inclusion and Belonging

The State of Colorado believes that equity, diversity, and inclusion drive our success, and we encourage candidates from all identities, backgrounds, and abilities to apply. The State of Colorado is an equal opportunity employer committed to building inclusive, innovative work environments with employees who reflect our communities and enthusiastically serve them. Therefore, in all aspects of the employment process, we provide employment opportunities to all qualified applicants without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity or expression, pregnancy, medical condition related to pregnancy, creed, ancestry, national origin, marital status, genetic information, or military status (with preference given to military veterans), or any other protected status in accordance with applicable law.

ADAAA Accommodations

The Office of the Governor 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 Staffing Coordinator (the Senior Human Resources Director) at

Please submit an online application for this position at Reach out to the Department Contact to apply using a paper application, including any supplemental questions. 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.