Administrative Assistant

WHAT YOU WILL DO
These  positions are open only to Colorado state residents.The State Services Section provides legal representation to eight of sixteen executive branch agencies including the departments of Human Services, Education, Higher Education, Personnel and Administration, Labor and Employment, Local Affairs, Health Care Policy and Financing, and Public Health and Environment: as well as the five statewide elected public officials, Judicial Department, and Public Utilities Commission.

There are two open Administrative Assistant positions. One position supports the Health Care unit, the other supports our Public Utilities Commissioners, Public Officials, and Contracts units.

The successful candidates will provide administrative support to the individual units’ attorneys and paralegals. Specific tasks include producing and/or proofreading correspondence, reports, pleadings and other legal documents; archiving files; properly directing telephone calls from the public and visitors; compiling information for reports; scheduling and arranging meetings, conference rooms, and conference calls; efficiently processing mail and distributing on a daily basis; faxing and scanning documents; assisting with travel arrangements and scheduling state cars for attorneys; maintaining desk manual for specific duties; providing backup for other support staff in the Section during times of heavy work load or when another administrative assistant is out of the office. The Administrative Assistant II positions are responsible for all e-filing of case documents in Administrative, District and County courts; opening cases for the unit, and assists with calendaring of court due dates for the Unit.

Salary note: Although a salary range is listed, salary will be set commensurate with the successful candidate’s qualifications and in compliance with the Equal Pay for Equal Work Act.

This job posting may be used to fill multiple Administrative Assistant II positions at the DOL.

 
Minimum Qualifications: Please document all relevant experience in detail on your application. Experience will not be inferred or assumed. Any part-time experience listed will be prorated. 

• Two years of experience providing general clerical, administrative, or office support as the main function of your job. This experience must include providing administrative/ clerical/ office support to multiple staff.

Substitutions

• 30 semester hours (or equivalent) of university or college course work from an accredited institution may be substituted for one of the two years of administrative assistant/office clerical support experience.
• Qualified applicants must have at least one year of administrative assistant/office clerical support experience. If qualifying under the substitution, you will be required to provide a copy of your transcripts. 

Note: Candidates possessing a foreign degree must submit a translation (evaluation) of their degree from an accredited institution, such as The National Association of Credential Evaluations Services in order to be given credit for the degree.

Required Competencies: 

• Critical thinking and analysis skills, including the ability to make decisions based on office procedures
• Time management skills, including the ability to adapt as needed to meet shifting priorities and deadlines
• Proficiency in MS Office, including Word, Excel, and Outlook
• Excellent oral and written communication skills
• Organizational skills, including the ability to plan and prioritize tasks
• Demonstrated attention to detail to ensure accuracy, thoroughness, and consistency of all work product
• Strong interpersonal skills and ability to work collaboratively on a team

Preferred Qualifications: In addition to the minimum qualifications, the preferred applicant will also demonstrate and clearly describe the following skills and experience in their job application:

• Experience scheduling and planning meetings for staff, including managing calendars, preparing meeting/ conference rooms, preparing documents, etc.
• Experience coordinating travel, including submitting travel request forms, managing invoices, and approving expenditures
• Self-starter, including the ability to work independently, learn new processes, utilize own knowledge, and complete work with minimal supervision
• Ability to accept and apply constructive criticism, take ownership of mistakes, and improve from them
• Experience working in a fast-paced environment
• High technical aptitude and demonstrated ability to learn new systems
• Experience utilizing case management systems, such as ProLaw
• Experience utilizing legal research platforms, such as Westlaw

Conditions of Employment:

• Applicants must pass a thorough background investigation prior to appointment.
• Hybrid working arrangement for this position requires that the successful candidate works in the office a minimum of 3 days per week.

To view the full job announcement and to apply please visit the State of Colorado jobs page.