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Executive Administrative Assistant Print (https://www.governmentjobs.com/careers/colorado/jobs/newprint/4245890) Apply Executive Administrative Assistant Salary $4,177.00 - $6,800.00 MonthlyLocation Denver, COJob TypeFull TimeJob NumberAAA-1366-101723DepartmentDepartment of Personnel & AdministrationDivisionExecutive Director's OfficeOpening Date10/18/2023Closing Date10/30/2023 11:59 PM MountainFLSADetermined by PositionFLSA StatusExempt; position is not eligible for overtime compensation.Primary Physical Work AddressEligible for a hybrid flexible work assignment within Colorado and may be required to work on site at 1525 Sherman St Denver Co 80203 as necessary to meet business needs.
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Department InformationBecause this is non-classified, candidates from out of state may apply, though if selected would need to relocate and reside in Colorado . NOTE: This posting may fill more than one vacancy. Thank you for your interest in working for the State of Colorado. Join us and find meaningful work in public service to our state and its residents, helping to make Colorado a great place to live and work in. Please watch the short video below for tips on applying. Apply for a job with the State of Colorado (https://www.youtube.com/watch?v=vUwZiY6G24U&feature=youtu.be) To learn more about what happens after you apply for a position with the State of Colorado, please watch the short, informative video What Happens After You Apply (https://youtu.be/Bevm6F3LfBM) Committed to Diversity - We foster a workforce that is reflective of the communities we serve. If you’re looking for a place where you can be your authentic self at work and celebrate the uniqueness of those around you, then we want to talk to you! State of Colorado employees were asked to reflect on their experience with equity, diversity, and inclusion. Click here to learn more about their experiences Colorado For All - Colorado Employees Reflect on Equity, Diversity, & Inclusion (https://www.youtube.com/watch?v=eAPo-IRsOZU&t=3s) The Department of Personnel & Administration (DPA) is the foundation for dependable state government, leading with responsiveness, integrity, and teamwork. We provide services to other government agencies and all Coloradans by taking bold initiative toward a government with engaged employees, innovative solutions, and constructive partnerships. DPA provides a wide range of programs and services, from custodial & maintenance to financial and human resources support, which assist other state agencies in fulfilling their missions. At DPA, there are countless opportunities to contribute to meaningful work that supports and serves the people of Colorado. The wide variety of positions in DPA allow individuals to learn about state operations and provide for long-term career growth. If your goal is to build a career that makes a difference and build greater public confidence in good government, consider joining the dedicated people of the State of Colorado; it's a chance to combine your expertise with public service. Our professionals strive to support state government and the residents of Colorado. Customer service is a key component for every position in state government as is the focus on ideas and ways to redesign the delivery of services in making state government more. Good Government Starts Here! Why We Want You: We want your expertise, positive energy, drive to succeed, and love of this great state as we work to elevate the expectations Coloradans have of their government. What You'll Get From Us: In return for the skilled work you do, DPA provides a competitive compensation and benefits package to accompany employment opportunities. Please see the Benefits Overview video (https://www.colorado.gov/pacific/dhr/benefits) for details on the benefits offered to employees. Description of JobThe Executive Administrative Assistant exists to provide the highest level professional support to the Executive Director (ED) and Deputy Executive Directors (Deputy) assisting with implementing strategic goals, objectives, and decisions; understanding the ED's statutory responsibilities in order to ensure that they are met; developing and maintaining systems and procedures; understanding protocols, such as the state's budget, human resources, accounting, and purchasing protocols; understanding state law and governance to effectively support the ED's office; managing incoming and outgoing information requests for the ED and Deputy which is often confidential information and as such, required discretion, prioritization and diplomacy, managing the flow of communication and information between the Executive Director's Office (EDO) and the Governor's Office, the Legislature, and other state agencies and institutions; representing the EDO; ensuring that matters concerning the office are efficiently and effectively brought to the ED, Deputy, or Senior Staff members for attention and or action; managing and supporting the ED and Deputy by producing and editing correspondence, reports and other documentation; receiving visitors and scheduling appointments; initiating conference calls; responding to general inquiries on behalf of the office and ED; serving as the Governor's advocate for the department; working in conjunction with the division directors, and handling special projects as assigned. A summary of the duties and responsibilities will include, but are not limited to, the following: Office Management: Oversee all levels of office management for the Department's ED and Deputy EDs. Maintain an online calendar of the ED and Deputy EDs so that necessary meetings and calendars can be coordinated. Regularly attend and facilitate DPA ELT meetings; demonstrate a consistent ability to clearly communicate to executive leadership in an efficient manner with a great degree of confidence.Implement and expedite requests of the ED and Deputy EDs by understanding department goals and priorities, consulting with subject matter experts, researching and compiling information for the ED and/or Deputies; review, monitoring timelines and alerting the ED, Deputy EDs and/or Division Directors of potential problems. Communicate decisions made about policies, procedures, and other decisions where required.Public Liaison: In coordination with the DPA Communications team, serve as the liaison between the general public and the EDO. Independently responds to inquiries by the general public on behalf of the ED and Deputy EDs.Exercise independent judgment to determine whether to handle the inquiries directly or to forward the inquiry directly to the ED or a Deputy. Detect, identify, and evaluate departmental problems that come to the Executive Office. Resolve problems or refer to ED or Deputy EDs with a recommended solution.Serve as the Governor's Advocate for the Department. Handling all citizen issues sent to this Department for resolution by the Governor's Constituent Services Office via email, written and/or telephone communications. Investigate the issue, determine the resolution, and communicate the result of this work to the Governor's Office and the involved citizen, after consultation with the ED.Program tracking and reporting: Oversee operational and administrative program tracking and reporting functions including out of state travel requests, official function requests, leave requests, initiative and program tracking and reporting requested by the ED or DED. This involves collecting the relevant data, coordinating with the appropriate DPA program staff, interpreting and verifying information, consulting department policies as well as strategic and performance plans, highlighting issues, and recommending approval/ disapproval of requests to the ED. Serve as the Head Executive Assistant for the Department. Ensuring coverage by Departmental EAs for the ED and DED whenever the ED’s assistant is on leave/ unavailable. Conduct regular meetings with all Department EDs in order to ensure broad communication of policy changes, current events, and executive expectations.Scheduling: Schedule meetings for the Executive Director (ED) and Deputy EDs. Responsible for preparing and coordinating all meeting materials, conference rooms, and official functions. Schedule all travel for the ED and Deputies by arranging and confirming travel accommodations. Receive and approve requests for the ED's and Deputies’ appointments, speaking engagements and conferences based on knowledge of priorities, deadlines, departmental issues, and the legislative process. Determine and collect the necessary background material for the ED's and Deputy's meetings. Resolve scheduling conflicts based on knowledge of priorities and fast changing conditions including assigning other senior staff to attend meetings on the ED's behalf. Organize and prepare ED and Deputies for various commissions and advisory councils. Gather information, research subject matter, and assemble materials as needed. Records minutes of meetings and follows up on necessary action items of EDO Minimum Qualifications, Substitutions, Conditions of Employment & Appeal RightsA 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, but may be attached. 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. Resumes WILL NOT be reviewed for minimum qualification screening. If it is determined that you meet the minimum qualifications, your application will also be used as part of the comparative analysis process to identify a top group for further consideration. MINIMUM QUALIFICATIONS: Education and Experience: At least five years of clerical or administrative service experience, which includes significant direct executive support experience OR appropriate education will substitute for the required experience on a year-for-year basis. The exceptional candidate will possess the proven ability or accomplishment in the following preferred qualifications:
Previous State Service related to the work assigned to the position
Experience managing executive calendars, and conflicting priorities
Experience planning, coordinating, creating and distributing communications to a variety of audiences
Previous experience in a policy, legal, or highly technical setting
Exceptional communications skills which include the ability to adapt verbal communication style to various situations and all levels within the organization as well as writing skills that produce documents which are formal, comprehensive, persuasive and understandable
Demonstrated ability to independently identify and analyze issues and develop appropriate solutions and plans of action: with strong ability to influence decision-making through diplomacy
Effective project management skills including team collaboration
Strong organization, prioritization and self-motivation skills
Ability to work under tight deadlines and be adaptable to changing assignments
Ability to manage multiple assignments independently
Strong attention to technical detail
Fluency in Microsoft Office Suite (Access, Excel, Word, and Outlook), and Google
(Calendar, Documents, Sheets, Drive, etc.), as well as the ability to quickly learn and apply other software skills
Conditions of Employment:
A pre-employment criminal background check will be conducted as part of the selection process.
APPEAL RIGHTS: Not Applicable
This announcement is not governed by the selection processes of the classified personnel system. Supplemental InformationThe 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. Accommodations : The Department of Personnel & Administration 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, Bree Hanson bree.hanson@state.co.us (brean.hanson@state.co.us) or 303-866-4244
