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ADMINISTRATIVE ASSISTANT III

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ADMINISTRATIVE ASSISTANT III

Salary

$50,000.00 - $53,000.00 Annually

Location

Denver Metro, CO

Job Type

Full Time

Job Number

00711-AdmnAsstIII-SL-0125

Department

Department of Education

Division

Student Learning

Opening Date

03/03/2025

Closing Date

3/10/2025 11:59 PM Mountain

FLSA

Determined by Position

Type of Announcement

This position is open only to Colorado state residents.

FLSA Status

Exempt; position is not eligible for overtime compensation.

Department Contact Information

Recruitment@cde.state.co.us

Salary Note

Although the full salary range for this position is provided, appointments are typically made at or near the range minimum.

Primary Physical Work Address

Downtown/Denver Metro/Eligible for a hybrid (office/remote) work environment.* Travel up to 5% statewide

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 only open to current Residents of Colorado.

Incumbent will be required to complete work for CDE within Colorado.

Colorado Department of Education – What We Do

The Colorado Department of Education (CDE) provides leadership, resources, support, and accountability to the state's 178 school districts, 1,888 schools, over 53,000 teachers, and over 3,200 administrators to help them build capacity to meet the needs of the state's approximately 905,000 public school students. In addition, CDE provides structural and administrative support to the Colorado School for the Deaf and the Blind and the Charter School Institute.

As the administrative arm of the State Board of Education (https://www.cde.state.co.us/cdeboard) , CDE is responsible for implementing state and federal education laws, disbursing state and federal funds, holding schools and districts accountable for performance, licensing all educators, and providing public transparency of performance and financial data.

CDE is a values-based agency that serves students, parents, and the general public by protecting public trust through ensuring adherence to laws, strong stewardship of public funds, and accountability for student performance.

CDE strives to incorporate five core values that we uphold in our work internally and externally. If you come to CDE, be prepared to incorporate Integrity, Equity, Accountability, Trust, and commitment to Service in what you do.

Why Work For CDE

The work we do is rewarding and impacts the students, families, educators, and communities across Colorado. Our leadership also promotes a culture that puts families and self-care as a priority. Along with meaningful work and an environment that puts employees first, the state also offers rich benefits that intend to make us an Employer of Choice!

The following is a summary of the benefits we offer:

• Flexible work schedules and flexible workplace options that may include flexible working hours, working from home, working in the office, and/or a hybrid working environment.

• Premier medical, dental, vision, and dependent life insurance options. All with a generous employer contribution keeping employee costs as low as possible.

• Employer paid short-term disability and life insurance

• Up to 160 hours of Paid Family Medical Leave (PFML)

• 11 paid holidays per year

• Competitive vacation and sick leave accruals

• Retirement through the Public Employees Retirement Association (PERA)www.copera.org

• Employer paid RTD Eco Pass (certain restrictions may apply)

• Paid professional development opportunities

A wide salary range is posted for this position and any job offer is based upon a salary analysis to comply with the Colorado Equal Pay for Equal Work Act. The salary analysis considers relevant experience, education, certifications, and state seniority as compared to others doing substantially similar work. While most salary offers are made within the posted range, occasionally an offer is made below or above the posted range based upon this salary analysis.

Description of Job

Work Environment:

This position is Full-time, is Hybrid (Remote/Home Office w/requirement to report to Work location per business needs),

• Office hours are typically Mon-Fri, 8 am-5 pm

• Extended hours during the evening or the weekend may be required by business needs

• 5% Travel required Within State of Colorado

• A Remote (Home) office is required

• Required to report to the work location per business needs

• Essential Functions (ADAAA)

• MEDIUM/Office-Work Site Environment: (Select one Environment)

• Required to sit, view a computer screen, and utilize a keyboard and mouse for extended periods of time

• May be required to exert up to 10 lbs. of force constantly, and/or up to 20 lbs. of force frequently, and/or up to 50 lbs. of force occasionally to move objects(If lifting boxes, documents, mail, or packages of 10 lbs or more)

• Required lifting, bending, stooping, pushing, walking, squatting, climbing, etc.

• May Require exposure to inclement weather, extreme temperatures, high elevations, noise, etc.

Position Summary:

This position exists to handle the administrative duties and responsibilities for the Office of Special Education in the Exceptional Student Services Unit and specifically the Access, Learning, and Literacy Team. Broad duties include general office and program support for federal grant funds administered within the office and unit. These office supports include organizing events, purchasing, and accounting duties, data entry and retrieval, and file tracking and management. These program supports include assistance for annual budgets, professional development, and technical assistance activities. This position involves forward-facing work with the field specific to the technical assistance activities that are funded through IDEA. This position has responsibilities for biweekly payroll and travel reimbursement reconciliation and preparation for signature authority for ESSU part-time employees. Further, this position has ongoing involvement with interviews and provision of training and support of new program support assistants.

The final salary is anticipated to fall within the posted salary range, however could be higher or lower depending on the knowledge, skills, abilities, and other qualifications of the preferred candidate while considering internal equity.

Major Duties and Responsibilities:

Duty: Provide administrative support for trainings, meetings, and travel for the Office of Special Education’s Access, Learning, and Literacy Team (50%)

• Completes all appropriate CDE forms to ensure timelines are met for staff requesting various arrangements to be made for them including forms for approval and reimbursement for in-state travel, out-of-state travel, and non-CDE employee reimbursements

• Organizes and prepares internal and external meetings including arranging and securing meeting spaces, designing, managing, and tracking registration, and completing official function forms, MOUs, contracts, and purchase orders and requisitions as necessary. This includes working with the consultant to determine the need for PII language and working within CDE on the final language to be included in vendor contracts.

• Prepares sign in sheets, name tags, agendas, programs, and other meeting materials that will be used by attendees and high proficiency with Microsoft Office Suite, Google Applications, and Smartsheet Mastery of the electronic approval process. .

• Designs, with consultant input, flyers, registrations, evaluations, and certificates for PD events.

• Arranges meeting room setup, meals, and equipment for events

• Maintains records systems and electronic communication

• Assists other offices and program consultants for meetings as time permits.

• Provides forward-facing onsite field assistance (walking people through a process - teaching how to fish vs. fishing for others) for special education programs on departmental office processes and protocols, such as completing travel documents, responsibilities specific to onsite registrations, training for non-employee reimbursement paperwork, and answering logistical questions–providing targeted support to district participants with a development need or problem, which is typically provided during the extent of the training event and for a couple of weeks post-event–specific to technical assistance and training events.

• Schedules and supports required paperwork for individualized training to districts as needed.

• Completes Moodle registration for consultant courses and problem solves needs to support the Moodle platform.

• Completes accessibility checks to industry standards with needed edits for all PD and TA activities and provides training support to others on accessibility check procedures.

• Spreadheads planning and execution of in-person training events including location procurement, speaker logistics (contract, travel and accommodation arrangements, accounts payable, scheduling based upon the speaker’s provided agenda, and ALL Team consultant needs.

• Provides hands-on customer service and QA assistance to district participants, consultants, and contracted speaker(s).

• Completes document editing and formatting tasks.

• Attends in person training events to provides hands-on customer service and QA assistance to district participants and contracted speaker(s), as needed.

• Provides support for biweekly part-time employee payroll and travel reimbursement that includes review of paperwork for accuracy, possible needed edits from part time staff, and submission for signature approval.

• Manages consultant listservs, including review and analysis of appropriateness of personnel requesting to be on the listserv.

• Provides support, as needed, to part-time employees associated with assigned consultants, on field needs, accessibility, and CDE logistics.

• Enters data into the ALL Team databases to track participant date / classification of PD and TA.

• Reviews and reconciles, with input from supervisors, as needed, the bi-weekly time and effort reports and travel reimbursement of over 30 ESSU part-time employees.

• Maintains the database, time and effort reports and travel records, and the dashboard specific to ESSU part-time employees.

• Assists in the development and provides time and effort report and travel reimbursement onboarding training to new ESSU part-time employees and ongoing training and support assistance, as needed, to established ESSU part-time employees.

• Provides input into guidance documents to coordinate and support the ESSU part-time employees, including facilitating yearly PTE employee agreements to PTE Policy and Procedures

Duty: Provides general office and administrative support for the Access, Learning, and Literacy Team and related program activities and grants administered by the Exceptional Students Services Unit (25%)

• Assists with program application, monitoring, and technical assistance support activities

• Maintains program, budget, and other files for consultant staff

• Coordinates scheduling of sign language interpreters, CART services, and closed captioning for ESSU training events and/or products. This includes verification of need, availability of vendors, provision of needed details, and confirmation of all logistics ahead of the event requiring these accommodations.

• Orders supplies for consultant staff

• Assists with estimating budget expenses

• Provides supports for project and task management.

• Creates, establishes, and updates the project timeline and corresponding documents for consultant PD and TA events.

• Maintains office calendar, contributes to unit calendar, and keeps floor calendars updated

• Develops and maintains consultant databases and spreadsheets.

• Assist other offices and program consultants with administrative program supports as time permits.

• Supports onboarding and training of new Program Support Assistants.

• Assists other offices and program consultants with administrative program supports as time permits

Duty: Supports internal and external communication for the Exceptional Student Services Unit and Office of Special Education – Access, Learning, and Literacy Team (25%)

• Supports external communication efforts by:

• Responding to or routing incoming email and phone requests from educational agencies and school districts

• Maintaining listservs and email lists of educational agency and school district contacts

• Submitting content for CDE’s The Scoop

• Serving as a web coordinator for DHH specific web boards

• Ensuring formats content and Section 508 for accessibility (Section 508 requires government agencies to make their ICT such as technology, online training, and websites fully accessible).

• Providing content to the ESSU web content coordinator for the Office of Special Education

• Assisting in CDE and ESSU specific phone calls

• Disseminating emails to field in coordination with consultants to confirm training logistics.

• Supports internal communication efforts by:

• Compiling and distributing meeting notes

• Participating in department Administrative Support Network meetings and projects

• Coordinating, organizing, and implementing new Admin/Program Support roles.

• Supporting/assisting with the interview process.

• Designing and utilizing Smart Sheet protocols

Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights

MINIMUMEDUCATION ANDEXPERIENCE REQUIREMENTS:

Experience Only:

• Three (3) years of relevant experience in an occupation related to the work assigned to this position

• Within the 3 years:

• 2 years of advanced Microsoft office suite

• 2 years of contract preparation/management

• 2 years Invoice/payroll reconciliation

• Preferred

• Smartsheet experience

• Desktop publishing

• Effective writing skills

• Event planning

• Google suite

• Zoom/teams set up experience

Conditions of Employment :

• Must be willing and able to submit to the pre-screening process and pass a background check.

• Ability a nd willingness to independently determine, obtain means, and complete required travel (percentage 5%)

• Work extended schedule per business needs

• Report to work location per business needs

Supplemental Information

Complete Applications must include :

• Completed Online Application: Required - Submitted through our ATS (https://www.governmentjobs.com/careers/Colorado) .

• Cover Letter: Required - Copy and Paste into the Supplemental Questions (11,000 character limit, aprx. 3 pages)

• Resume: Required - Copy and Paste into the Supplemental Questions (11,000 character limit, aprx. 3 pages)

Failure to submit a complete applicationas defined above by the announcement close will result in your application being removed from consideration.

** Resumes and Cover Letters WILL NOT be reviewed for minimum qualification screening.

FOR CURRENT OR FORMER EMPLOYEES OF THE STATE OF COLORADO:

Per the requirements of the Step Pay Program implemented on July 1, 2024, any State employee must be paid a rate that is equal to or greater than the appropriate step pay rate within their classification’s pay range based on completed years in their current class series as of June 30. All current and former State employees must ensure that your entire work history within the State Classified System, including at Institutions of Higher Education, is indicated in your application so that your time-in-series can be calculated accurately.

Email Address:

All correspondence regarding your status in the selection/examination process will be conducted via email. Include a working email address on your application; one that is checked often as time-sensitive correspondence such as exam information or notification will take place via email. Please set up your e-mail to accept messages from "state.co.us" and "info@governmentjobs.com" addresses. It is your responsibility to ensure that your email will accept these notices and/or review your junk mail and spam-filtered email.

Appeal Rights:

If you receive notice that you have been eliminated from consideration for the position, you may protest the action by filing an appeal with the State Personnel Board/State Personnel Director within 10 days from the date you receive notice of the elimination.

Also, if you wish to challenge the selection and comparative analysis process, you may file an appeal with the State Personnel Board/State Personnel Director within 10 days from the receipt of notice or knowledge of the action you are challenging.

Refer to Chapters 4 and 8 of the State Personnel Board Rules and Personnel Director's Administrative Procedures, 4 CCR 801, for more information about the appeals process. The State Personnel Board Rules and Personnel Director's Administrative Procedures are available at www.colorado.gov/spb.

A standard appeal form is available at: https://spb.colorado.gov/. If you appeal, your appeal must be submitted in writing on the official appeal form, signed by you or your representative, and received at the following address within 10 days of your receipt of notice or knowledge of the action: Colorado State Personnel Board/State Personnel Director, Attn: Appeals Processing, 1525 Sherman Street, 4th Floor, Denver, CO 80203. Fax: 303-866-5038. Phone: 303-866-3300. The ten-day deadline and these appeal procedures also apply to all charges of discrimination.

Equity, Diversity, and Inclusion (EDI) and Equal Employment Opportunity

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, a 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 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 performing 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 tohr@cde.state.co.us.

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

A cover letter and resume is required that describes how your experience aligns with the minimum qualifications and exceptional candidate section of this announcement. Resumes and cover letters must be copied & pasted in the respective Supplemental Question Box (3 pages or 11,500 character limit)without names or any contact information or PII information.Please note: The experience, education, abilities, and accomplishments listed in this announcement have been identified as critical to successful performance in this position. Your resume and cover letter should address your interest in and qualifications for this job with CDE. Please be specific and detailed in describing experience, abilities, and accomplishments as they relate to this position's requirements and major duties as described in the announcement. We recommend limiting your resume and/or cover letter to experience that is applicable to this position. Please indicate your understanding of this requirement.

02

Please copy and paste your RESUME into this question (work history only).DoNotinclude any Personally Identifiable Information (Such as your name, any contact information, or social media account information). This area has a limit of 11,500 characters (approximately 3 pages {8*5}).

03

Please copy and paste your COVER LETTER into this question.DoNotinclude any Personally Identifiable Information (Such as your name, any contact information, or social media account information). This area has a limit of 11,500 characters (approximately 3 pages {8*5}).

04

Please indicate your understanding that failure to submit all items listed under "Complete Applications" at the time of application may remove your application from consideration.If have not uploaded the required items, you can go back now and upload those documents before submission of this application.

• Yes

• No

  05

  In an effort to encourage equity and diversity and meet legal requirements in hiring, items with personally identifiable information will not be released to Hiring Managers until the interview stage. Application work history must demonstrate that you meet minimum qualifications and detail any experience relevant to the position. Please indicate your understanding of this requirement.

  06

  The Colorado Constitution requires that applicants for State of Colorado Classified positions be Colorado residents at the time the application is submitted. Are you a current resident of the State of Colorado who can provide proof of Colorado residency?

  07

  If you are a current or previous State of Colorado employee (including public Institutions of higher education), please provide your Employee Identification Number (EID) in order to verify your current or previous employment. If you indicated that you are a current State of Colorado employee, please list all State of Colorado Departments or institutions of Higher Education for which you have worked for and your Employee ID (if known): Your EID begins with 997 and is nine digits long. Please do not enter your Social Security Number. If not applicable, please state "N/A".

  08

  Former State employees who were disciplinarily terminated or resigned in lieu of termination must disclose the information on the application. In the space below, please provide an explanation as to why the prior termination or resignation should NOT disqualify your application from the current position. If this does not apply to you, please put "N/A".

  09

  If you are a veteran eligible for Veteran Preference Points, a copy of your DD-214 is required to be submitted as an attachment to your online application.If you have not attached a copy of your DD214 to your application, you may go back and do so now.Have you attached a copy of your DD-214 to this application?

• N/A - I am not a veteran.

• Yes - I attached a copy of my DD-214 to this application.

• No - I am a veteran, but I do not qualify for veterans' preference.

  10

  This position iseligible for a Hybrid flex work place; the incumbent isrequired to maintain a home office within Colorado and report to the office as neededto complete the job duties of this position. Please indicate your understanding and acceptance of this requirement.

  11

  The salary range listed is the department's good faith range expected to be offered. Are you willing to accept an offer in the range listed in this announcement?

• Yes.

• Maybe. I believe my knowledge and skills encompass all of the minimum qualifications, the preferred qualifications, and special requirements of the position. I have detailed this in the work experience section of the application.

  12

  If you experience technical difficulty with the NEOGOV system (e.g. uploading or attaching documents to your online application) call NEOGOV technical support at 855-524-5627 Mon-Fri between 6 am and 6 pm (Pacific Time). Helpful hints: if you are having difficulty uploading or attaching documents to your application first, ensure your documents are PDF or Microsoft Word files, and second, close the document before you attempt upload (attach) it.

• Yes

• No

  Required Question

Employer

State of Colorado

Address

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Website

https://careers.colorado.gov/

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