Executive Assistant Job at Colorado Department of Revenue in Denver

Overview Join to apply for the Executive Assistant role at Colorado Department of Revenue . The Office of the State Public Defender (OSPD) information appears in the listing. This description includes details about the department, application process, and benefits as provided in the original text. Please note any inconsistencies with department name in the source listing. Responsibilities Provides high-level and confidential administrative support to senior management. Screens incoming calls and correspondence; formulates responses as appropriate, which may include complaints regarding regional office staff or activities. Prepares and proofs a variety of correspondence and distributes communications on behalf of senior management. Schedules meetings and appointments; maintains calendars; makes travel arrangements; assists in preparing meeting agendas and materials; and, may attend meetings to take notes. Performs a range of administrative duties for the State Office senior management team, as needed. Provides administrative and clerical support during the legislative session including, but not limited to, tracking and calendaring bills; compiling data or information as requested; preparing and proofing documents and materials; and, accompanying members of the senior management team to legislative sessions for the purpose of taking notes or providing related administrative support as needed. Manages a variety of administrative files and records such as staffing reports, caseload statistics, organizational charts, mileage records, applicant files, business contacts, and other information relevant to management activities and operations. Prepares standard reports as requested. Leads, and participates in, ongoing and special projects and committees to implement or support state office or agency wide programs such as, developing and delivering training for administrative support staff; drafting and updating policies and procedures; researching information; and, communicating information regarding standard administrative, business or personnel activities. Assists with responding to PAIRR Record Requests, including calendaring, preparing, and logging responses. Assists in the coordination of the annual management, fall training and other internal agency conferences, which may include compiling, organizing and distributing materials; coordinating event lodging, food, meeting and travel arrangements; facilitating and carrying out employee activities, award programs or events; and, working with the program directors to develop and deliver training programs for administrative support staff. Chairs the awards committee for the annual fall conference. Performs routine administrative duties in support of the State Office staff and daily business activities such as scheduling conference rooms; calendaring the use and maintenance of state vehicles; making travel arrangements; processing travel reimbursements and purchase orders; preparing communications; and, providing coverage for state office support staff, as needed. Purchases routine and non-routine supplies and equipment for the office and staff within established policies and procedures, which may include standard office supplies, business cards, and non-standard items through petty cash. Responsible for ordering of statewide purchases, including but not limited to state issued ID cards, business cards and approved items as needed. Maintains the intranet site for the State office to include updating routine pages, content, links and documents; soliciting and posting new articles and communications from staff; or, creating content such as news and updates regarding staff, events or office procedures. Supervises administrative support staff within the State Office to include: prioritizing and assigning work; conducting performance evaluations; ensuring employees are trained; ensuring that employees follow policies and procedures; and, making hiring, termination, and disciplinary recommendations. Attends meetings and trainings as required. Performs other duties as assigned. Qualifications Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights Demonstrated success in, and significant experience, providing high-level administrative support, including office and performance management. Demonstrated supervisory experience Proven verbal and written communication skills, detail orientation, time management, and organization skills Demonstrated commitment to valuing diversity and contributing to an inclusive working environment. Preferred Qualifications Experience working in the State Public Defender system Licensing Requirements (positions In This Class May Require) Valid driver’s license and proof of insurance. Knowledge (position Requirements At Entry) General principals of business administration; Advanced administrative and clerical procedures and systems such as word processing, managing files and records, transcription, designing forms, and other office procedures and terminology; Principles and processes in providing quality client and personal services; Basic math (addition, subtraction, multiplication and division). Skills (position Requirements At Entry) Strong client service focus; Maintaining client and office confidentiality; Leadership skills to effectively mentor, train, develop and guide others; Applying and interpreting applicable rules, guidelines, policies and procedures; Managing one’s own time and the time of others; Completing multiple tasks and assignments with frequent interruptions; Working independently; Using proper English, grammar, punctuation and spelling; Proficient in standard software applications such as Word, Excel, Power Point, Access, Zoom, the intranet and e-mail; Developing and maintaining productive working relationships with clients, public, co-workers and supervisors from diverse backgrounds; Operation of common office tools and equipment such as calculators, desktop computers, printers, photocopiers, and fax machines; Effective communication, verbal and written, sufficient to exchange or convey information; includes giving/receiving work direction. Supplemental Information The Office of the Colorado State Public Defender provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, national origin, gender, age, sexual orientation, gender identity, religion, disability, marital status or other protected status, in accordance with applicable federal, state and local laws. Consistent with this commitment, our agency will assist individuals who have a disability with any reasonable accommodation requests related to employment, including the application and selection process. If you have a disability and require reasonable accommodation, please contact ADARequest@coloradodefenders.us In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. #J-18808-Ljbffr