Executive Assistant - Denver, United States - State of Colorado

Description

Department Information

The mission of the Colorado Department of Revenue (CDOR) is to become a trusted partner to every Coloradan to help them navigate the complexities of government so they can thrive.

We are driven by our values of service, teamwork, accountability, integrity, and respect.

The vision of the department is to empower businesses and individuals through quality customer service, innovation, and collaboration. We celebrate diversity and support an equitable and inclusive culture. We embrace our differences because we believe this brings innovation to our work. For more exciting information about the Department of Revenue, please enjoy this brief video


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Description of Job

The Lottery's mission is to grow revenue responsibly in order to maximize proceeds for outdoor recreation, conservation and schools for the good of all Coloradans.

What we do:
The Executive unit of the Lottery includes the Senior Director & Deputy Senior Director of the Lottery.

This unit provides overall executive leadership for all sections of the Lottery, as well as interacting with the Department of Revenue, Lottery Commission, and internal and external stakeholders on behalf of the Lottery.

The typical day as an Executive Assistant and Lottery Commission Secretary:

This position works independently to multi-task, prioritize and support the executive leadership of the Lottery at its Pueblo headquarters, serves as secretary to the Lottery Commission, and acts as the office manager for the Lottery's Pueblo office headquarters.

Being able to problem solve, analyze situations and understand processes and technology is imperative in this role. Use of effective verbal and written communication and technology is required to perform job duties efficiently and effectively. If you're ready to contribute to the success of the Lottery, then this job may be for you


Primary Duties:

Executive Assistant Support - Provides administrative support to both the Senior and Deputy Senior Directors, including but not limited to: scheduling appointments, arranging travel, responding to inquiries from the public, drafting correspondence, performing research, providing information to Department of Revenue Leadership, and taking/disseminating notes from management team meetings.

Commission Secretary - Schedules, coordinates, and documents all meetings, deadlines and activities that require Lottery Commission participation.

Facilitates communication with the Commission in accordance with the Colorado open meetings laws, serving as the main point of contact for the commission.

Issues notices required under the Open Meeting Act, develops agendas, ensures permanent records of all meetings are posted to public.

Coordinates commission requests for information or support from Lottery staff.

Purchasing, Procurement & Office Management - Maintains a purchasing card which requires following State Purchasing Rules and DOR policies and reconciling expenditures.

Works in financial systems to process and facilitate purchases requiring purchase orders, as requested by Executive staff, as well as other Lottery employees.

Selects vendor for annual apparel ordering and works with vendor to place Lottery apparel orders and coordinates the distribution of apparel.

Orders supplies and ensures the office is maintained.


Position Details:
This position reports to the Pueblo office 3 days a week and works remotely 2 days per week.

Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights


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

Class Code & Classification Description:
(New)

H4R2XXPROGRAM ASSISTANT II


MINIMUM QUALIFICATIONS:
Must meet one of the following or any combination of experience/education to meet the minimum (MQ) qualifications:


OPTION 1:

5 years of relevant experience with providing administrative support to executive level staff, board or commission members with duties that may include calendar management, coordinating travel arrangements, taking meeting minutes and writing correspondence on behalf of leadership.

OPTION 2:
Associate's degree from an accredited institution in Business, Organizational Management, Business Administration or Accounting.


AND

3 years of professional experience with providing administrative support to executive level staff, board or commission members with duties that may include calendar management, coordinating travel arrangements, taking meeting minutes and writing correspondence on behalf of leadership.

OPTION 3:
Bachelor's degree from an accredited institution in Business, Organizational Management, Business Administration or Accounting.


AND

1 year of professional experience with providing administrative support to executive level staff, board or commission members with duties that may include calendar management, coordinating travel arrangements, taking meeting minutes and writing correspondence on behalf of leadership.

NOTE:

If submitting a transcript, certification or other relevant materials, candidates may redact information that identifies their age, date of birth, or dates of attendance at or graduation from an educational institution.

Special Necessary Qualifications:

• This position must be able to lift up to 20 lbs.
• Must possess and maintain a valid, unrestricted Colorado Driver's License.
• Applicants must also undergo a conflict-of-interest assessment to determine compliance with the provisions of C.R.S.§ , and must remain in compliance with C.R.S. § for the duration of their employment with the Colorado Lottery.
• Applicants and immediate family members residing in the same household must comply with restrictions on game play.
• Applicants and immediate family members residing in the same household must ensure compliance with appropriate Lottery laws and rules, including conflicts of interest.

Preferred Qualifications:

• Experience coordinating, facilitating or taking meeting minutes
• Experience providing administrative support to director or executive level staff
• Experience answering inquiries from the general public via phone or email
• Experience with State of Colorado's Purchasing Procurement Rules and Laws, Open Meetings Laws and/or Open Records Act
• Experience with accounting tasks
• Ability to multi-task and independently prioritize and manage workload in an organized way
• Proficiency with Google Suite
• Customer service skills
• Attention to detail
• Demonstrated verbal and written communication skills

Conditions of Employment with the CDOR:

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.

As a condition of employment with the CDOR, all personnel must file all necessary Colorado Individual Income Tax (CIIT) returns and pay tax obligations, therefore all employees must undergo a pre-employment evaluation of their tax records/accounts to ensure compliance with this policy.

Final candidates must also complete a successful background investigation and reference check prior to appointment. Certain positions based on duties may require scheduled background investigations.

Minimum Qualification Screening

A Human Resources Analyst will only review the work experience/job duties sections of the online job application, to determine whether you meet the minimum qualifications for the position for which you are applying.

Only complete applications submitted before the closing date of this announcement will be reviewed.

• Applicants must meet the minimum qualifications to continue in the selection process for this position. Do not use "see resume" or "see attached" statements on your application.
• Cover letters and resumes will not be accepted in lieu of the official State of Colorado online application. Part-time work experience will be prorated.
• Recommended attachments: Resume, Cover letter
• 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.
• 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.
• The eligible list established from this posting may be used to fill additional vacancies.

Email Address:
All correspondence regarding your status in the selection/examination process will be conducted via email. Please set up your e-mail to accept messages from "" and "" addresses.

It is your responsibility to ensure that your email will accept these notices and/or review your junk mail and spam filtered email.

If you receive notice that you have been eliminated from consideration for this position, you may file an appeal with the State Personnel Board or request a review by the State Personnel Director.

APPEAL RIGHTS
An appeal or review must be submitted on the official appeal form, signed by you or your representative.

This form must be delivered to the State Personnel Board by email ), postmarked in US Mail or hand delivered (1525 Sherman Street, 4th Floor, Denver CO 80203), or faxed within ten (10) calendar days from your receipt of notice or acknowledgement of the department's action.

For more information about the appeals process, the official appeal form, and how to deliver it to the State Personnel Board; go to ; contact the State Personnel Board for assistance at ; or refer to 4 Colorado Code of Regulations (CCR) 801-1, State Personnel Board Rules and Personnel Director's Administrative Procedures, Chapter 8, Resolution of Appeals and Disputes, at under Rules.

Supplemental Information

Equity, Diversity, and Inclusion Compliance

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.

The Colorado Department of Revenue 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 Coordinator, Jacqueline Brown-Tremble at

We are committed to building work environments that are inclusive and reflect our communities and the diverse talents of all people.

We strongly encourage candidates from all backgrounds and abilities to apply.


How to apply:

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.

If not applying online, submit application to:

If you are not able to submit an online application, a paper application is available at this link: PDF State Paper Application (Download PDF reader).

Paper applications must be received via email to by the closing date and time of the application period listed on this announcement.

Department Contact Information:
Lily Keenan, HR Analyst,


Methods of Appointment:
Appointment to the vacancy or vacancies represented by this announcement is expected to be from the eligible list created.

However, at the discretion of the appointing authority, the position(s) may be filled by another method of appointment for a valid articulated business reason.