Colorado State Program Assistant I - Office Administrator, Colorado Oil and Gas Conservation Commission in Denver, Colorado

Program Assistant I - Office Administrator, Colorado Oil and Gas Conservation Commission

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Program Assistant I - Office Administrator, Colorado Oil and Gas Conservation Commission

Salary

$3,855.00 - $4,648.00 Monthly

Location

Denver, CO

Job Type

Full Time

Department

Department of Natural Resources

Job Number

PHA-00006-05/18

Closing

5/31/2018 5:00 PM Mountain

  • Description

  • Benefits

  • Questions

Department Information

If your goal is to invest in a career that makes a difference, consider joining the dedicated people of the Colorado Department of Natural Resources (DNR). Our professionals are committed to supporting state government and the citizens of Colorado.

Our mission is to develop, preserve, and enhance the state's natural resources for the benefit and enjoyment of current and future citizens and visitors. In an effort to build diversity and inclusion we welcome applications from people of diverse backgrounds and abilities.

Customer service is a key component for every position across state government. We are focused on improving Efficiency (use of resources), Effectiveness (impact of our work), and Elegance (graceful service interactions).

Colorado Oil and Gas Conservation Commission

This position is with the Colorado Oil and Gas Conservation Commission (COGCC) whose mission it is to foster the responsible development of Colorado's oil and natural gas resources. The COGCC seeks to serve, solicit participation from, and maintain working relationships with all those having an interest in these resources.

Description of Job

OPEN TO STATE OF COLORADO RESIDENTS ONLY

Note: Although this is a full-time position, a part-time arrangement may be considered.

The work unit in which this position exists is responsible for developing the agency's annual budget, providing financial reporting, tracking, procurement, and accounting services required to ensure appropriate financial administration of the division in accordance with Colorado statute, fiscal policies, rules and procedures. This unit also provides fiscal analysis of proposed legislation and office-wide administrative support.

This position provides technical and administrative support to the COGCC's director, managers, and others, as needed, to help optimize the division's overall efficiency and to ensure employees receive timely information and assistance.

Primary Job Duties:

Management Team Support

Perform technical and administrative support to the management team. Duties include but are not limited to:

  • Managing the director's calendar;

  • Scheduling meetings with management team, staff, assistant attorney generals, and industry, including with Zoom or other video conferencing software and manage conference room booking;

  • Assisting with preparation of PowerPoint presentations;

  • Conducting special projects for the director and managers as required;

  • Assisting with travel coordination for director and management team; and

  • Maintaining records of award recipients.

Office Management

This position recommends and implements process improvements in consultation with the management team. It also provides support throughout the Denver office to ensure it operates efficiently from an administrative perspective. Responsibilities include but are not limited to:

  • Coordinating COGCC's participation in the Colorado Combined Campaign (CCC);

  • Ordering name plates, business cards, and State ID badges;

  • Updating phone and address information for staff;

  • Updating letterhead templates for Denver and Rifle offices;

  • Updating Denver office floor layouts;

  • Ordering plaques, inscription plates, and other awards for staff and commissioners;

  • Maintaining staff records regarding education, trainings, subject matter experts, certifications, etc.;

  • Ensuring common areas are organized;

  • Contacting Chancery management for general maintenance needs, carpet cleaning, etc.;

  • Arranging for surplus furniture and equipment pickup by Colorado Correctional Industries;

  • Providing assistance with letters and other documents in Microsoft Word; and

  • Manning the front desk on occasion during staff vacations and lunch breaks.

Employee Relations and Liaison for DNR's Human Resources and Payroll Office

Performs employee relations and Human Resources Liaison functions, including but not limited to:

  • Initiating EDSys transactions;

  • Maintaining electronic PDs and position files;

  • Monitoring and assisting staff with KRONOS timesheets to ensure deadlines are met;

  • Distributing HR information to COGCC staff;

  • Managing HR timelines and deliveries, including providing support for annual performance appraisal cycle;

  • Assisting with the onboarding process for new hires, such as preparing new hire packets for FTEs, Temps, and Interns, explaining how to complete HR-related forms, submitting IT access requests to OIT, and instructing new staff on Chancery building/garage procedures;

  • Representing the division at annual RTD Eco Pass meetings, completing annual Eco Pass contract documentation, and ordering additional and replacement passes throughout the year;

  • Coordinating inter-unit training for new staff; and

  • Ensuring the completion of all off-boarding tasks for resigning, retiring, or terminated staff, through direct involvement or by working with managers and supervisors to ensure exit checklist is completed.

Commissioner Liaison

Work with the Director and Hearings Manager to assist with Hearing logistics, make Commissioner travel arrangements, and prepare expense reports for Commissioners.

Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights

OPEN TO STATE OF COLORADO RESIDENTS ONLY

The Colorado Constitution, Article XII, Section 13 requires that applicants for state classified government jobs be residents of Colorado, unless this requirement is waived by the State Personnel Board. This announcement does not include a residency waiver.

Minimum Qualifications

Four years of general clerical or administrative service experience, which included one year of experience providing administrative and operational support to a professional staff. Must be proficient in Microsoft Office Suite, Google apps, and Adobe.

Substitutions

Appropriate education will substitute for the experience on a year-for-year basis for the general experience but not for the specific experience of providing administrative and operational support to a professional staff and proficiency in Microsoft Office Suite, Google apps, and Adobe.

Conditions of Employment

Former employees of the State of Colorado MUST have concluded employment in good standing to be eligible for rehire.

Required Competencies

  • Professional work experience in support of a program

  • Strong customer service skills

  • Ability to effectively communicate both orally and in writing

  • Strong organizational and evaluation skills, with keen attention to detail

  • Strong interpersonal skills

  • Strong project management skills

  • Self-motivated

  • Ability to multi-task and identify systematic approaches to solving problems

  • Strong critical thinking skills

  • Ability to demonstrate sensitivity and appreciation for diverse viewpoints as well as different communication and work styles in a multi-cultural and inter-generational environment

  • Ability to identify and creatively resolve issues while exercising appropriate judgment

  • Ability to establish and maintain effective working relationships with all partners

  • Ability to drive and support group, customer, and program initiatives

  • Ability to analyze data and provide recommendations

  • Ability to analyze and present information to colleagues in a way that enables good business decisions

  • Ability to work well independently as well as in/with a team

  • Proficiency in Microsoft Office Suite, Google apps, and Adobe

Preferred Qualifications

The preferred candidate will have substantial and recent experience in progressively responsible positions relating to organization management and direct support of a professional staff. The outstanding candidate will have high proficiency in Microsoft Office Suite products (Word, Excel, PowerPoint), Adobe, and Google applications. The highly preferred candidate will also have excellent written, oral, interpersonal and team-related skills.

Appeal Rights

It is recommended that you contact the Human Resources Specialist listed below to resolve issues related to your possession of minimum qualifications. However, 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

The Colorado Constitution requires all appointments and promotions in the state personnel system be made according to merit and fitness.

APPLICANTS MUST SUBMIT A COVER LETTER OF INTEREST AND RÉSUMÉ AT TIME OF APPLICATION

Part or all of the assessment for this position may include a review of your application materials. Application materials will be reviewed by a Human Resource Specialist and/or Subject Matter Expert to determine if you meet the minimum requirements for the position. If you are notified that you do not meet the minimum qualifications, you will be given two business days from the date of the notification to submit an addendum in order to attempt to resolve the matter. It is recommended that you submit the addendum or contact the Human Resources Specialist listed below immediately to resolve issues related to your possession of minimum qualifications.

Upon meeting the minimum qualifications, the next phase of the assessment process may consist of a comparative analysis of all application materials. Utilizing your application, résumé and cover letter, the review would be a comparative analysis against the listed required competencies, job duties and/or preferred qualifications in this announcement to determine technical competence, depth and breadth of experience and job fit. It is imperative that you provide adequate detail on your application, résumé and cover letter to describe how you meet and/or exceed the requirements for this position.

Comparative analysis factors to be assessed:

  • Technical Competence – Technical experience as it relates to the duties outlined in this job announcement

  • Depth and Breadth of Experience – Experience that covers multiple areas outlined in this job announcement; varied and not one dimensional; and demonstrate progressively higher level of responsibility with a wide range

  • Job Fit – Experience will be evaluated to determine how well your past experience aligns with and meets the business needs of this position. Current experience is preferred

Upload additional pages if necessary to fully explain your experience and accomplishments. Failure to include adequate information or follow instructions by the deadline for application may result in your application not being accepted for this position and may affect your inclusion in future steps in the assessment process.

Toll–Free Applicant Support - Technical Help

If you experience technical difficulty with the NEOGOV system (e.g. uploading or attaching documents to your online application) call NEOGOV at 855-524-5627, Mon-Fri between 6 am and 6 pm (Pacific Time). The Human Resources Office will be unable to assist with technical issues. Helpful hints: if you are having difficulty uploading or attaching documents to your application first, ensure your documents are PDF or Microsoft Word files and second, close the document before you attempt upload (attach) it.