Administrative Assistant III - Colorado Springs
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Administrative Assistant III - Colorado Springs
Salary
$50,856.00 - $66,955.68 Annually
Location
Colorado Springs, CO
Job Type
Full Time
Job Number
KAA 4614 AA III 8.25
Department
Department of Labor and Employment
Division
Division of Vocational Rehabilitation
Opening Date
08/26/2025
Closing Date
9/3/2025 5:00 PM Mountain
FLSA
Determined by Position
Type of Announcement
This position is open only to Colorado state residents.
Primary Physical Work Address
1365 Garden of the Gods Rd suite 250, Colorado Springs, CO 80907, USA
FLSA Status
Non-Exempt; position is eligible for overtime compensation.
Department Contact Information
david.stevenson@state.co.us
How To Apply
Please submit an online application for this position at https://www.governmentjobs.com/careers/colorado. 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.
Description
Benefits
Questions
Department Information
THIS POSITION IS OPEN TO CURRENT RESIDENTS OF COLORADO ONLY
THIS ANNOUNCEMENT WILL REMAIN OPEN UNTIL 5:00 PM ON WEDNESDAY, SEPTEMBER 3RD, 2025
Although hybrid work options are available, the position will be required to report to the office two (2) days per week and at the discretion of the supervisor and according to business need.
The Department of Labor and Employment keeps Colorado strong and competitive. We connect workers with great jobs and assist those who have been injured on the job. We help people who are unemployed through no fault of their own by providing temporary wage replacement and we ensure fair labor practices. We provide an up-to-date and accurate picture of the economy that helps in decision making. And we protect the workplace - and Colorado communities - with a variety of consumer protection and safety programs.
This is a values-driven organization, committed to accountability, agility, collaboration, and respect.
We believe in outstanding customer service, an inclusive culture, continued process improvement and in our role as a trusted and strategic partner. Recognizing that knowledgeable employees drive our success, we are seeking dedicated individuals who exhibit our shared values and our passion for quality and excellence in all we do.
In addition to rewarding and meaningful work, we offer excellentbenefits (https://www.colorado.gov/pacific/dhr/benefits) :
Strong, secure, yet flexible retirement benefits including aPERA Defined Benefit Plan or PERA Defined Contribution Plan (https://www.copera.org/) plus 401(k) and 457 plans
Medical and dental health plans (https://www.colorado.gov/pacific/dhr/benefits)
Employer supplementedHealth Savings Account (https://www.colorado.gov/pacific/dhr/hsa)
Paid life insurance
Short- and long-term disability coverage
11 paid holidays per year plus vacation and sick leave
BenefitHub (https://stateofcolorado.benefithub.com/) state employee discount program
MotivateMe employee wellness program
Excellent work-life programs, such as flexible schedules, training and more
Access to participate in employer-supported employee affinity spaces
RTD Eco-Pass Commuter Program
Some positions may qualify for the Public Service Loan Forgiveness Program. For more information go tohttps://dhr.colorado.gov/dhr-resources/student-loan-forgiveness-programs
Our agency website:Colorado Department of Labor and Employment (https://www.colorado.gov/cdle)
CDLE has implemented a pilot program on March 1st, 2022 which will award Disability Hiring Preference Points similar to the Veterans' Preference Points program. During your application process you will be asked if you would like to be considered for either of these programs for additional points in the hiring process. To learn more about Disability Hiring Preference and what will be required to participate, please visit our website:https://sites.google.com/state.co.us/disability-hiring-preference/home
PLEASE NOTE: With the beginning of this program, CDLE will no longer accept attachments of any kind with applications. Please be as thorough as possible in documenting your education and work history in the application system. Attachments will not be accepted or considered during any phase of the hiring process including minimum qualification screening, comparative analysis, or interviews
Description of Job
Classification: Administrative Assistant III (G3A4XX (https://drive.google.com/file/d/0B4enHpLSVk4eMWdzbVhaZTJDWW8/view?resourcekey=0-b3y8iaBxItfgb77tjmzofw) )
Salary Range:
HOURLY
$24.45 - $32.19
BIWEEKLY
$1,956.00 - $2,575.22
MONTHLY
$4,238.00 - $5,579.64
ANNUALLY
$50,856.00 - $66,955.68
The Division of Vocational Rehabilitation (DVR) helps individuals with disabilities prepare for and secure employment. We help them take their rightful place in the workforce and in the community.
The work unit exists to assist persons with disabilities who experience barriers to employment or independent living to attain a level of functioning that will enable them to enter, re-enter, or maintain employment and enhance skills necessary for living independently.
This position exists to provide administrative support and reception services in person and by phone, assuring effective, efficient communication, document management and excellent customer service to people we serve (PWS), staff, service providers, employers and others in the community who come in contact with DVR. This position will ensure that procurement procedures are followed and confidentiality of information is maintained.
Duties
Administrative Support
Provides administrative support to DVR staff by creating, designing, developing and revising various office procedures, forms and storage of documents that include correspondence, authorizations, and accounting forms and applying business knowledge and expertise to assure quality output. This position uses Microsoft Office programs and web-based applications on a personal computer, accesses the current state electronic applications for PWS information, financial data and other electronic data. This position requests and tracks the receipt of confidential medical records, reports from people we serve, vendor reports and other protected information. Uses office equipment to perform daily functions including calculator, telephone, copier/fax/printer, and postage meter. Creates and maintains service records by labeling, filing, organizing and following standard file organization format as well as assuring the security of confidential information. Ensures that any information stored electronically complies with departmental policies and procedures for handling electronic information. Assists counselors to track the progress of people we serve through the application and eligibility processes and notifies counselors regarding timeline actions needed for policy compliance. Complies with all safety requirements, acting on any safety issue immediately to ensure the safety of people we serve and office staff. Assist with providing documents in alternative formats (e.g. Braille, large print, foreign language etc.). May serve as timekeeper for unit(s).
Receptionist
Greets visitors and people we serve in person and by phone as applicable, determining appropriate method of communication, obtains sufficient information to assign applicants to proper counselor. Enter referral data into electronic case management referral module. Provides information regarding DVR services and rehabilitation process to potential applicants and sends application documents/materials to PWS to facilitate the process, and may schedule appointments for the intake with the rehabilitation counselor. Provides information about DVR to community agencies, individuals, vendors or others seeking general information about DVR. Refers people we serve to appropriate sources of assistance, such as rehabilitation counselor, Supervisor I, Regional Manager, or other appropriate community resources. Orders and issues bus passes to PWS with counselor approval and maintains bus pass log order and issue records. Designs and updates procedures for monitoring employee whereabouts and absences to accurately advise people on estimated call back time from counselors and decide on appropriate course of action needed in absence of counselor. May open, date-stamp and distribute incoming mall; assure correct postage amount is metered on outgoing mail: monitor use of postage meter and/or use of stamps; receive equipment for PWS that has been delivered to the office by verifying items on packing slip and preparing equipment receipt, and securing equipment in a locked location until issued or delivered to counselors in other office locations; record and prepare documents for pick up by PWS or mail; assist counselors with preparation of mass mailing letters; assist people we serve with lobby computers (if available).
Customer Service
Greets visitors and people we serve in person and by phone as applicable, determining appropriate method of communication, obtains sufficient information to direct applicants to proper counselor. Enter referral and/or application data into electronic case management system. Provides information regarding DVR services and the rehabilitation process as well as application/documents/materials to potential applicants and PWS to facilitate the process, and may schedule appointments for the intake with the rehabilitation counselor. Provides information about DVR to community agencies, individuals, vendors or others seeking general information about DVR. Refers people we serve to appropriate sources of assistance, such as rehabilitation counselor, Supervisor I, Regional Manager, or other appropriate community resources. May order and issue bus passes to PWS with counselor approval and may maintain tracking record. Accurately advises people on counselor availability and strives to address needs. May open, date-stamp and distribute incoming mail; assure correct postage amount is metered on outgoing mail; monitor use of postage meter and/or use of stamps. May receive equipment for people we serve that has been delivered to the office by verifying items on packing slip and preparing an equipment receipt, securing equipment in a locked location until issued to PWS, and may deliver equipment as needed. Record and prepare documents for pick up or mail, assist counselors with preparation and mailing communications, and may assist with lobby computers (if available). May create and maintain a daily log of office visitors.
Authorization and Billing
This position includes assisting with service delivery by locating and securing appropriate vendors; interacting with vendors to determine proper coding and pricing for goods and services; processing invoices from vendors; making decisions on appropriate payments; as well as performing vendor cost and service comparisons and deciding on the best choice of vendor while conforming to state guidelines of least possible cost. May purchase services using the agency-approved credit card, assuring that all purchases are pre-approved in writing by the counselor, tracking and gathering all supportive documentation for service record and reconciling purchasing card purchases on time each month. This position requires highly accurate data input and attention to detail within the state computer system for creating, amending, and paying for authorized services while applying agency policies and guidelines for such actions, including ensuring that proper approval has been obtained and services have been delivered. Pays approved bills in a timely manner, monitors expenditures and open authorizations quarterly, and closes out fiscal year-end authorizations. Maintains good relationships with vendors, utilizing state procurement procedures, contacting vendors for current billing, analyzing bills, and researching pricing of goods and services with different vendors to obtain price estimates when needed. May travel to vendor locations to pick up equipment pre-authorized by counselor, prepares equipment receipts for people we serve, ensures proper signatures have been obtained on receipts, travels to deliver equipment to various DVR office locations as needed.
Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights
Experience Only:
Three (3) years of relevant experience in an occupation related to the work assigned to this position
OR
Education and Experience:
A combination of related education and/or relevant experience in an occupation related to the work assigned equal to three (3) years
Required Competencies
Excellent customer service and interpersonal skills
Ability to manage multiple priorities with competing deadlines
Exceptional written and verbal communications skills
Ability to work effectively in a team environment
Experienced with Microsoft Office and Google Suite
Strong organizational skills
Attention to detail
High ethical standards and ability to maintain confidentiality
Preferred Qualifications
Experience working with individuals with disabilities
Designing, implementing, and documenting efficient office procedures
Experience with purchasing, tracking a budget, working with accounts payable, account receivable, and/or monthly billing reconciliation
Customer service experience interacting with the general public
Experience with electronic filing systems such as Box
Experience performing duties similar to those assigned to the position as a classified State of Colorado employee.
Conditions of Employment:
Must be a Colorado resident at time of application.
Must pass a thorough background check prior to employment, which will include E-verify.
Position will be required to report to the office two (2) days per week and at the discretion of the supervisor and/or Appointing Authority and according to business need.
After minimum qualification screening, there will be an online exam covering Microsoft Office Suite, Google Workspace, and other basic support competencies. SAVE THE DATE: 8 AM on September 12th, 2025 through September 19th 2025 at 11:59pm. Dates may change based on the needs of the recruitment.
APPEAL RIGHTS:
An applicant who has been removed from an employment list or removed from consideration during the selection process may request a review by the State Personnel Director.
As an applicant directly affected by the results of the selection or comparative analysis process, you may file a written appeal with the State Personnel Director.
Review of the completed, signed and submitted appeal will be timely on the basis of written material submitted by you, using the official appeal form signed by you or your representative. This form must be completed and delivered to the State Personnel Board by email at dpa_state.personnelboard@state.co.uswithin ten (10) calendar days from your receipt of notice or acknowledgment of the Department's action.
For further information on the Board Rules, you can 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, atspb.colorado.gov/board-rules.
Supplemental Information
For questions regarding this recruitment, please contact:david.stevenson@state.co.us
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. Cover letters and resumes WILL NOT be accepted in lieu of the official State of Colorado online application,CDLE does not accept attachments of any kind during the application process.Part-time work experience will be prorated.
Applicants must meet the minimum qualifications to continue in the selection process for this position. Work experience and qualifications must be specifically documented on your online application. Do not use "see resume" or "see attached" statements on your application. CDLE does not accept attachments of any kind during the application process.
Comparative Analysis Process - Testing
After minimum qualification screening, the comparative analysis process for this position will involve the following applicant tests: Microsoft Office Suite, Google Workspace, and other basic support competencies.
SAVE THE DATE: An online skills exam covering basic computer and office competencies will be scheduled for 9/12/2025 - 9/19/2025. Dates may change based on the needs of the recruitment.
Comparative Analysis Process - Structured Application Review
After minimum qualification screening, the comparative analysis process for this position will involve a review and rating of all the information you submit with your application materials. Therefore, it is extremely important to document in the work experience/job duties portion of your online application the extent to which you possess the education, experience, minimum qualifications, and preferred qualifications as outlined in the job announcement. It is also important to thoroughly answer all supplemental questions (if listed) as your answers to these questions will be evaluated during this phase.
Answer the supplemental questions on the application completely and thoughtfully. Your answers may be rated based on your writing ability (spelling, grammar, and clarity of your writing) as well as the content of your answer.
THIS ANNOUNCEMENT MAY BE USED TO FILL MULTIPLE VACANCIES
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 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.
The Colorado Department of Labor and Employment 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, Sean Montoya, at sean.montoya@state.co.us. Auxiliary aids and services are available upon request to individuals with disabilities. For all other inquiries about this recruitment effort, please call 303-318-8200.
While a salary range is posted for this position, an eventual salary offer is determined by a comprehensive salary analysis, which considers multiple factors including but not limited to education and experience compared to others in the organization doing substantially similar work.
Benefits
The State of Colorado offers permanent employees a variety of benefits including medical, dental, life and disability insurance, as well as a comprehensive leave program. Please click the following link for detailed information: www.colorado.gov/pacific/dhr/benefits
Please note that each agency's contact information is different; therefore, we encourage all applicants to view the full, official job announcement which includes contact information and class title. Select the job you wish to view, then click on the "Print" icon.
The State of Colorado offers permanent employees a variety of benefits including medical, dental, life and disability insurance, as well as a comprehensive leave program. Please click the following link for detailed information: www.colorado.gov/pacific/dhr/benefits
Please note that each agency's contact information is different; therefore, we encourage all applicants to view the full, official job announcement which includes contact information and class title. Select the job you wish to view, then click on the "Print" icon.
01
I acknowledge the comparative analysis process for this position will consist of a review of the information contained within my application/job duty statements and that any attachments will not be included during the minimum qualification screening or application review. The structured application review/numerical scoring of my application will be based on the content listed in the job duty statements, the preferred qualifications, required competencies, and answers to supplemental questions. My responses to the supplemental questions will be scored based on my ability to follow instructions and provide detailed, clear, and concise answers to each question.
Yes
No
02
Describe your experience using MS Excel/Word and/or Google Sheets/Docs and Google Drive. Describe your level of proficiency using these programs and give examples of the @types of spreadsheets, documents, and reports you have created.
03
Please describe your customer service experience. What @type of business did you work for? What was your responsibility with regards to customer service?
04
Please describe your experience dealing with competing priorities.
05
Please describe your experience working with and/or engaging with people with disabilities.
Required Question
Employer
State of Colorado
Address
See the full announcement by clicking
the "Printer" icon located above the job title
Location varies by announcement, Colorado, --
Website
https://careers.colorado.gov/
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