Office Assistant

Join Our Team

This announcement is not governed by the selection processes of the classified personnel system. This posting is open to both current and non-current residents of the State of Colorado at the time of application. However, please note that upon hire, you will be required toestablish residence within the State of Colorado. Position Description Under general supervision, the Office Assistant serves as administrative and operational support role for the department. This position performs a full range of administrative and office management duties. This position acts as the initial point of contact for internal and external stakeholders, ensures efficient daily office operations, and provides direct support to the Executive Assistant on various projects and administrative initiatives.

Description of Job

Scope of Responsibilities This is an entry level position. Initially under close supervision, positions at this level learn to perform the full range of clerical support duties. As experience is gained, assignments become more varied and are performed with greater independence. Work is usually supervised while in progress and fits an established structure or pattern. Assignments follow established procedures, with flexibility to address changing operational needs.

Job Duties

The duties listed below reflect the different types of work that may be performed. The omission of any specific duty will not prevent the assignment of work that is appropriately related to this position.

• Perform front line duties including answering incoming phone calls, routing calls and inquiries to staff, and responding to emails in the main Department inbox
• Provide customer service to external and internal customers
• Assist in the processing of all incoming and outgoing mail, including sorting and distribution
• Order office supplies, office furniture, and break room supplies; ensure proper receipt, organization, and handling upon delivery
• Coordinate building maintenance requests and serve as liaison with building maintenance staff and property manager
• Coordinate card holder access, including routine maintenance and updates to building bike barn and gym access.
• Serve as a fire warden and emergency procedures point of contact
• Serve as one of the points of contact for building security and access-related matters
• Coordinate ordering and distribution of business cards and employee/Commission name tags and/or name plates
• Assist the Executive Assistant with special projects, administrative tasks, and departmental initiatives as assigned
• Provide back-up support to the Executive Assistant as needed to ensure continuity of operations

Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights

Qualifications Education and Experience Any combination of experience and education that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Education:

High school diploma or equivalent

Experience:

• Two (2) plus years of experience related to administrative assistance

Licenses and Certifications:

• N/A

Knowledge of:

• Standard office practices, procedures, software and equipment, including the use of personal computers, telephones, Zoom, and Microsoft Office (Excel, Word, Power Point, Outlook, and Teams)
• Principles and practices of customer service
• Administrative coordination and office operations

Ability to:

• Operate standard office equipment such as personal computers, copiers, scanners, and calculators
• Communicate effectively, both written and verbally
• Manage multiple tasks and priorities with attention to detail
• Establish and maintain effective working relationships
• Handle sensitive and confidential information appropriately
• Work effectively in both independent and team situations
• Employ strong organizational skills

Physical and Mental Standards (Hybrid Setting)

The physical and mental standards described here are representative of those that must typically be met by employees to perform the essential functions of this class successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Frequently sit/stand at a desk for extended periods of time
• Frequently move from one area/building to another and sit/stand during the course of a day/week/month for meetings
• Occasionally may push or pull an object
• Frequently use finger dexterity and operate a keyboard
• Regularly lift 10 pounds and occasionally lift 25 pounds
• Frequently use vision to read documents, view computer screens, and see close and distant objects
• Frequently use speech and hearing to engage in conversation, in person, and over the telephone

If you have a disability and require a reasonable accommodation to ensure you have a positive experience applying or interviewing for this position, please direct your inquires to HR@dhe.state.co.us

Supplemental Information

Typical Working Conditions The employee typically works in a standard office environment where the noise level is moderate, and the office has controlled temperatures. Works a 20-hour work week, either remotely, hybrid, or in-office, depending on the arrangement met during employment with the supervisor during normal office hours of Monday– Friday 8:00 am – 5:00 pm. The employee must be able to work from the office on Thursday mornings. Job duties may occasionally require working extended hours or hours outside of the regular schedule.

Notice The above statements are intended to describe the general nature and level of work being performed by people assigned to this position. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed. The duties, expectations, and actions listed for this role may change at any time with or without notice.

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 Colorado Department of Higher Education 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 Human Resource Director at HR@dhe.state.co.us or call 720.264.8575.