APCD Executive Assistant - PA II - TERM LIMITED

ABOUT US:

At The Colorado Department of Public Health and Environment (CDPHE) we are dedicated to the Colorado for All philosophy - working toward a Colorado where everyone has the opportunity to succeed. 

We support the basic human rights of our neighbors regardless of gender, race, ethnicity, religion, national origin, age, sexual orientation, gender identity, citizenship status, education level, disability, socio-economic status, or any other visible or invisible identity.  We are committed to increasing the diversity of our staff and providing culturally responsive programs and services. Therefore, we strongly encourage individuals from diverse backgrounds to apply.

IMPORTANT INFORMATION:

• TERM LIMIT: THIS POSITION IS TERM LIMITED AND FUNDING CANNOT BE GUARANTEED BEYOND 12/31/26.  THE INCUMBENT IN THIS POSITION MUST BE WILLING AND ABLE TO RESIGN ON THIS DATE OR WHEN FUNDS RUN OUT, WHICHEVER COMES FIRST. 
• This position will have hybrid workplace options available, at the discretion of the supervisor and based on business needs.  The employee will still be required to report to the agency address listed on this announcement: 4300 Cherry Creek S Dr, Glendale, CO 80246

Be BOLD.....Make a REAL difference . . . join us in serving our communities advancing Colorado's health and protecting the places we live, work, learn, and play, to create a healthy and sustainable Colorado where current and future generations thrive.

CDPHE offers: 

• Free parking and access to RTD bus lines.
• Flexible working arrangements
• Retirement ( PERA options), Medical and dental health plans
• Defined Benefit Plan or the PERA Defined Contribution Plan, plus optional 401K and 457 plans
• Paid life insurance
• Short- and long-term disability coverage
• 11 paid holidays per year and generous personal time off
• Tuition assistance 
• Wellness programs
• Professional development opportunities on a wide variety of subjects
• Career advancement opportunities throughout the State system

Some positions may qualify for the Public Service Loan Forgiveness (PSLF) Program. For more information, go to:  https://studentaid.gov/manage-loans/forgiveness-cancellation/public-service

The Work Unit:

The Air Pollution Control Division (APCD) is responsible for implementing measures to prevent and/or control air pollution. The division administration is responsible for management and administration of the state air quality programs. Included is the oversight/enforcement of the regulations developed by the Air Quality Control Commission (AQCC), and management of the business, policy and technical operations of the division.

What You Will Do:
The purpose of this position is to assist the division director and the senior staff in the design, implementation and management of systems and processes to manage multiple internal and external projects, which the division is involved in. This position performs a variety of duties and has oversight responsibility for a range of administrative issues across the division including training, drafting and editing correspondence for both internal and external stakeholders; and compiling and analyzing information and data from internal and external documents. Provides training, guidance, and oversight to division staff to ensure accurate interpretation and adherence to division and department rules, standards, policies, regulations, and procedures. Uses word-processing, spreadsheet, Visio, and database software competently and independently. Prepares or edits presentations and other materials to support division needs for internal and external stakeholders and purposes. Maintains calendars, meetings and appointments, tracks assignments and projects, assists visitors, and makes travel arrangements for division senior management. Works with a variety of internal and external groups and committees, with responsibilities including setting dates and times of meetings as well as agendas, record meeting summaries and action items. This position works closely with the program managers and all division staff employing independent judgment and decision-making in the resolution of problems and the performance of assigned duties and assists the division director in maintaining effective and positive internal and external division work relationships.   Coordinates travel needs, cross division support for complex matters, Rewards and Recognition, and supports or completes website updates. The position requires working in a fast-paced environment that requires the successful candidate to be adaptable, flexible, demonstrated ability to anticipate and resolve issues and reprioritize quickly to meet organizational needs

Key Responsibilities:
Administrative Support and Oversight 

• Provides skilled professional support to the division director and management staff and acts as point of contact for the division. 
• Coordinates reporting for division director by gathering pertinent program information from program managers, synthesizing the information, identifying the need for additional information; providing additional research based on topics suggested by division or deputy director. 
• Composes and communicates information to general staff, managers, and senior leadership on the director’s or deputy director’s behalf in order to unify division actions and foster consistency with department and division priorities. 
• Facilitates agenda for key meetings, including all-staff meetings. Maintains calendars and appointments, tracks assignments and projects, screens calls, assists visitors, and makes travel arrangements for division senior management. 
• Coordinates scheduling and logistical arrangement of meetings, conference calls and responds to speaking engagement requests for the director and prepares audiovisual materials for presentations. 
• Works with a variety of internal and external groups and committees, with responsibilities including setting dates and times of meetings as well as agendas, record meeting summaries and action items. 
• This position works closely with the program managers and all division staff employing independent judgment and decision-making in the resolution of problems and the performance of assigned duties and assists the division director in maintaining effective and positive internal and external division work relationships.  
• May attend and participate in meetings to support and/or to cover for the division director or deputy directors

Reporting and Communications

• The position provides information that regularly requires independent judgment and the interpretation of policies and procedures. 
• Acts as key division contact when the director is unavailable. 
• Composes and formats documents electronically, including letters, memos, itineraries, status reports, presentations (PowerPoint), spreadsheets (Excel), and other related documents. 
• Serves as division directors and deputy director’s liaison to various division staff to ensure that assignments, problems and concerns have been addressed. 
• Tracks documents submitted to division director for signing and routing, assures completeness and accuracy of information forwarded to senior management. 
• Develops and maintains filing and retrieval systems for paper and electronic documents. 
• Serves as team member responsible for updating assigned areas of the division website.  
• May compile and report monthly metrics or other information to be used by department leadership for a variety of purposes. 
• Assists and/or coordinates with compilation or development of reports and information for management, the Air Quality Control Commission and the Division’s Enterprise Boards. Provides support for the annual division work-plan and strategic plan updates.
• Edits and refines correspondence, memos and presentations. Independently composing, reviewing, editing, and formatting various electronic documents, such as letters, memos, itineraries, status reports, presentations, and spreadsheets. Making decisions on the development and maintenance of filing and retrieval systems for both paper and electronic documents.
• Organizes information in a way that facilitates efficient retrieval and supports the division's workflow. 

Program Coordination

• Serves as coordinator for NIMS (and other identified department required) training programs, travel authorizations, WESTAR and WRAP budget compliance (Amendment 41). 
• May serve as a Division Representative on the Continuity of Operations and Emergency Planning Teams. Coordinates and serves as a point of contact for the Rewards and Recognition system. 
• May serve as back-up Kronos Administrator and timesheet coordinator.
• Assists staff with travel authorization processes, resolving issues directly or elevating to the Deputy Director.

Other Duties as Assigned
Attends meetings, serves on task forces or teams, completes projects, cross trains and supports other administrative function needs across division programs associated with staff absence, volume of work and/or as necessitated by staff turnover and other duties as assigned by the supervisor.

Residency Requirement: 

This posting is only open to residents of the State of Colorado at the time of submitting your application. 

MINIMUM QUALIFICATIONS:  

NOTE: An applicant may meet the minimum qualifications for this job in one of two ways: They may qualify through their work experience alone or through a combination of education and work experience.

Experience Only:

Five (5) years of experience in administrative or operational experience directly supporting government officials and/or executives.

OR

Education and Experience:

A combination of related education and/or relevant experience in Business Administration or Public Administration and administrative or operational experience directly supporting government officials and/or executives equal to five (5) years

**This experience must be substantiated within the Work Experience section of your application. "See Resume" will not be accepted. In addition, part-time work will be prorated.**

PREFERRED QUALIFICATIONS:

In addition to the minimum requirements, the successful candidate in this position will have the following highly desirable experience and competencies:  

• Relevant experience with the State of Colorado
• Demonstrated experience managing complex projects and working effectively under tight timeframes and deadlines
• Knowledge of project management principles  
• Demonstrated ability to thrive in high pressure positions and deliver results
• Demonstrated ability to effectively navigate ambiguity within a business setting
• Maintains confidentiality over all sensitive matters
• Ability to quickly become adept at various office software systems, exposure to publishing, graphic design and project management systems
• Ability to create compelling presesntation documents for various audiences
• Practices active listening and is flexible in solutions
• Previous experience creating verbal and written communication
• Demonstrated strong and effective communication, teamwork, flexibility, accountability, adaptable 
• Demonstrated strong emotional intelligence and embraces diversity and inclusion
• Experience using and enhancing technology and software programs

CONDITIONS OF EMPLOYMENT:

• A pre-employment background check will be conducted as part of the selection process.

Appeal Rights: (Updated)

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 [email protected] 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.colorado.gov/board-rules.

A complete application packet must include:

• Completed State of Colorado application.
• RESUME
• COVER LETTER - describing how your professional/supervisory experience aligns with the preferred qualifications of this position and what interests you in this position
• If using education to qualify for this position a copy of your transcripts (unofficial acceptable) or diploma must be provided with application. Transcripts must be attached to your colorado.gov/jobs application.
• If you are a veteran, a copy of your DD214 must be attached to your colorado.gov/jobs application.

The Selection Process:

• All applications that are received by the closing of this announcement will be reviewed against the Minimum Qualifications in this announcement. Candidates who meet the minimum qualifications proceed to the next step.
• Colorado Revised Statutes require that state employees are hired and promoted based on merit and fitness through a comparative analysis process.
  • Part of, or all of, the comparative analysis for this position may be a structured application review, which involves a review of the information you submit in your application materials by Subject Matter Experts (SMEs) against the preferred qualifications.
• A top group, up to six candidates, will be invited to schedule an interview with the hiring manager.

E-Verify: 

CDPHE uses e-Verify, an Internet-based system, to confirm the eligibility of all newly hired employees to work in the United States. Learn more about E-Verify, including your rights and responsibilities.

ADAAA Accommodations:

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 Public Health and Environment 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 ADAAA Coordinator at [email protected] or call 303-692-2060, option 5.