Elections Administrative Assistant (Hybrid)

Job Title

Elections Division Administrative Assistant II

Job Description

The Elections Division supports the Secretary of State, as the state's chief election official, by administering and supervising statutory and constitutional provisions that relate directly or indirectly to the conduct of Colorado elections. These include certifying content to the ballot, publishing the abstract of vote totals, as well as overseeing the verification of petitions for ballot issues, campaign finance filings and enforcement, lobbyist filings and enforcement, voting equipment certifications, requirements of the National Voter Registration Act and the Help America Vote Act, and maintaining the statewide voter registration system.

Legal Unit

The work unit provides legal analysis concerning Colorado election law as it applies to the Department of State, County Clerk offices, and various other jurisdictions and designated election officials. The work unit reviews forms, publications, and training curriculum for legal compliance. The work unit assists in the approval of required filings and other requests for modifying approved forms, communications, and voter registration processes. The work unit facilitates policy discussion and documents results for external customers. The unit is responsible for implementing new legislation and promulgating administrative rules.

Major Objectives of Position:

Description of the Job:

Illustration of key duties:

• Serve as the primary resource to answer and direct elections phone calls and emails.
• Process voter registration and cancellation forms.
• Act as backup Title Board clerk.
• Process elections data requests.
• Respond to requests for access and assistance with various Department tools, such as the DEO lookup tool, clerk's corner, and conflict of interest filings.
• Provide administrative support to the Elections Division, with specific focus on the legal unit.

Position must maintain confidentiality of all voter confidential and personal identifying information, personnel information, and any other confidential or proprietary information, as well as comply with all State and Department policies regarding professional conduct and professional practices.

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: G3A3XX ADMINISTRATIVE ASSISTANT II

Minimum Qualifications: This position requires a total of two (2) years of relevant professional experience and/or education in a field of study related to the work. To be considered for this position, your application must clearly demonstrate that you meet one of the following options outlined below:

Option 1 - Experience Two (2) years of professional experience in an administrative or office support role that included providing customer service, and organizing documents and preparing them for data entry in an office environment.

OR

Option 2 - Education and Experience – Be sure you've attached a copy of your unofficial transcript to qualify for this option. (You may redact information that identifies age, date of birth, or dates of attendance at or graduation from an educational institution.)

A combination of related education and/or relevant experience as defined in Option 1 to equal two (2) years. Related education includes successful course credits from an accredited institution of higher learning which provides the same kind, amount, and level of knowledge as the required experience.

Transcripts from colleges or universities outside the United States must be assessed for U.S. equivalency by a NACES educational credential evaluation service. This documentation is the responsibility of the applicant and must be included as part of your application materials. Failure to provide a transcript or credential evaluation report may result in your application being rejected and you will not be able to continue in the selection process for this announcement.

Preferred Qualifications and Competencies:

The exceptional candidate will possess these identified knowledge, skills, abilities, and competencies:

• Preference will be given to those candidates with previous State Service related to the work assigned to the position.
• Ability to maintain professionalism and diplomacy when interacting with a variety of stakeholders, including members of the public.
• Professional experience providing customer service in a fast-paced environment.
• Professional experience using Office products, particularly Word and Excel.
• Professional experience reading and understanding rules and laws, and explaining them to a diverse audience in non-technical terms.
• Professional experience assisting with team driven projects and events.
• Ability to work both independently and on a team to advance a diverse and inclusive perspective.
• Professional experience providing exceptional customer service in person, on the phone, or through email in an office support environment, and interfacing with a variety of people from many levels within the agency and community.
• Professional experience with regular, daily work responsibilities utilizing equipment and software used in Microsoft Office (Word, Excel, Power Point, etc.).
• Professional experience creating professional emails, letters, reports, forms, etc.
• Professional experience reviewing and organizing data for efficient filing and data entry.

Competencies to include: Communication Skills · Confidentiality · Empathy · Organizational Skills · Stress Management · Collaboration · Job Knowledge · Time Management · Use of Technology · Responsibility · Customer Service · Decision-Making Skills

If you do possess any of the above knowledge, skills, and abilities, please specifically include the details on your application, as this information will be used to assess your qualifications and may be used to determine a top group of applicants.

Conditions of Employment:

• Travel may be required to attend trainings/professional development opportunities, to provide administrative support for off-site activities, or as requested by supervisor.
• This position will be required to successfully pass a criminal background check.
• When completing your application package, ensure you have submitted your transcript (if applicable).
• Must be a Colorado resident at the time of application.
• The Department of State does NOT offer sponsored Visa for employment purposes.

Completing the Application:

Only the information provided in the application will be reviewed and used by a Human Resources Specialist to determine whether an applicant meets the minimum qualifications for the position. Resumes, cover letters, and responses to supplemental questions will not be reviewed or considered during this determination.

Your application should clearly describe your relevant experience, qualifications, accomplishments, and work products as they relate to the position's duties and the required minimum and preferred qualifications. Only applicants who meet the minimum qualifications will advance to the next stage of the selection process.

• The minimum qualifications listed in the announcement are NOT optional.
• Cover letters and resumes WILL NOT be accepted or reviewed in lieu of the official State of Colorado application form but may be attached as supplemental information.
• Part-time work experience will be prorated.

If it is determined that you meet the minimum qualifications, any comparative analysis processes used to identify a top group for further consideration will involve a review and rating of the information you submit, which could include your application, responses to supplemental questions, work samples, phone screen responses, written question responses, structured interview responses, and any other method determined to be valuable in identifying a top candidate.

Please answer the supplemental questions on the application completely and thoughtfully, as your responses may be rated based on the content of your response and your writing skills (spelling, grammar, and clarity of your writing).

Failure to Document Your Experience or Excluding Information Required in the Application May Result in Your Application Being Removed from Consideration.

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.us within ten (10) calendar days from your receipt of notice or acknowledgement 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, at spb.color