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CDOC - Office Manager I (Parole Office)

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CDOC - Office Manager I (Parole Office)

Salary

$4,580.00 - $6,413.00 Monthly

Location

Arapahoe County, CO

Job Type

Full Time

Job Number

PAR #6486 OMI 02.2025

Department

Department of Corrections

Opening Date

01/08/2025

Closing Date

1/22/2025 4:00 PM Mountain

FLSA

Determined by Position

Type of Announcement

This position is open only to Colorado state residents.

Primary Physical Work Address

Englewood Parole Office or Aurora Parole Office

FLSA Status

Non-Exempt; position is eligible for overtime compensation.

Department Contact Information

Kayla.Bartlett@state.co.us, 719.723.3902

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 Colorado State Residents

If your goal is to build a career that makes a difference and builds greater public confidence in good government, consider joining the dedicated people of the State of Colorado. Our professionals strive to support state government and the citizens of Colorado. Customer service is a key component for every position in state government as is the focus on ideas and ways to redesign the delivery of services in making state government more effective and efficient.

Work Location: Aurora Parole Office or Englewood Parole Office

In addition to a great agency and rewarding, meaningful work, we offer:

• Distinctive career advancement opportunities throughout the state system;

• Strong, secure, yet flexible retirement benefits including PERA Defined Benefit Plan or PERA Defined Contribution Plan plus 401K and 457 plans;

• Medical and dental health plans;

• Short and long term disability coverage;

• Paid life insurance;

• 11 paid holidays per year plus vacation and sick leave;

• Wellness program, tuition reimbursement, training opportunities and more.

  There are endless opportunities with the CDOC, TAKE A PEEK INSIDE (https://www.youtube.com/watch?v=ScVwSBPmy7o) .

The eligibility list created from this recruitment may be used to fill additional vacancies in this area.

Description of Job

The Division of Adult Parole exists to manage and supervise inmates/parolees on a 24 hour per day, seven day per week, 365 day per year basis to provide public safety and opportunities for successful re-entry of inmates/parolees returning to the community. Re-entry support services collaborate with this setting.

This position exists to oversee, direct and evaluate multiple office sites to ensure regional/divisional consistency/evaluation in office processes, reporting, and effective work product. The position is the direct supervisor for other operational administrative staff within the region and is responsible for annual evaluation and training. To provide administrative and technical support to the regional staff of the Divisions of Adult Parole, Community Corrections and YOS. The position is the main contact for vendors/providers/DOC staff on questions regarding procurements, billings, bids and/or reimbursements. The position generates, tracks and codes the fiscal and procurement documents within the region. Data collection and report generation are part of the work product. This position identifies problems, solves the problems and manages administrative staff and resources in the most cost effective manner.

Primary duties and responsibilities of this position may include but are not limited to:

• Direct report for three or more full time equivalent administrative staff at the level of AAIII or AAII;

• Performs formal supervisory functions for those staff; recommends hiring and provides documentation for corrective actions/change in tenure and signs annual performance evaluation plans;

• Trains new support staff on office procedures and creates, maintains and revises as necessary office manual and record keeping systems;

• Primary liaison between office and outside contacts and/or public and resolves problems with vendors and stakeholders as it relates to support operations;

• Provides information on how to complete billing forms and other requested documents and/or detects and corrects errors so communications and transactions can be completed correctly;

• Codes, tracks, and pays all bills, reconciles regional budget expenditures;

• Position applies rules for budget/purchasing policy/fiscal rules for expenditures along with compiling expense estimates for annual budget plans and decides which products/vendors meet standards and capacity needs;

• Without oversight creates, implements and maintains consistency in office operational procedures;

• Designs those procedures, forms, charts, etc for the implementation process and for any changes as needed with the application of new technology;

• Evaluates work product and quality of the work product and seeks cost reduction measures wherever possible;

• Advises and instructs others outside the administrative unit on how to detect errors and how to correct the defined problems;

• Analyzes unexpected situations and adjusts work plans for the unit to effectively handle the situation;

• Position applies rules for budget and purchasing policy, studies cost, capacity and work load for replacement of office equipment;

• Selects thru work production needs, cost, and vendor the cost effectiveness of products and lease agreements for copiers and service agreements for maintenance;

• Monitors work loads, flow and determines work plans and assignments which are most cost effective/or are the best use of resources in staffing patterns within the work unit;

• Legal coordinator, regional personnel file management, protects confidentiality of staff and client records;

• Collects and compiles data and prepares a variety of reports for the region;

• Works directly with IT staff on phone and data systems planning to detect problem areas, critical needs, and installation planning for efficient work flow and outcomes;

• Other duties as assigned

Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights

Minimum Qualifications

Experience Only:

Four (4) years of relevant experience of general clerical experience, office support role, or related to the work assigned to this position. A ny work experience less than full time will be prorated.

-OR-

Education and Experience:

A combination college or university course work, in Business, Criminal Justice, or a related field and/or relevant experience of general clerical experience, office support role, or in an occupation related to the work assigned equal to four (4) years.

Substitutions

College or university course work, in Business, Criminal Justice, or a related field may substitute for the experience on a year-for year basis.

*General clerical duties may include : the accurate and timely completion and processing of documents and information electronically; scheduling; accepting reservations or accepting registrations; reception and intake; record keeping and maintenance; meeting arrangements; document creation, word processing; gathering, coding, computing, entering, verifying, and reporting data and information; ordering, issuing, and inventorying items; information release; screening documents and supporting information to determine eligibility, authenticity, or identity.

Required Competencies:

• Proficiency in Microsoft Office Skills including Word and Excel.

• Ability to make independent decisions within the scope of work;

• Excellent problem-solving skills;

• Experience in development, interpretation/implementation of policies and procedures;

• Experience in establishing and organizing work processes to provide support to management;

• Ability to read and comprehend the English language;

• Ability to effectively communicate fluently in English both verbally and in writing;

• Ability to create accessible documents and technical content that follows plain language guidelines with accessibility in mind.

Preferred Qualifications:

• Relevant years of state service working in a correctional environment;

• One (1) year experience at the level of Administrative Assistant III. Typical duties of an Administrative Assistant III include performing creating and revising office procedures, writing office procedure manuals, designing forms and processing steps, and designing general office record keeping systems;

• Formal staff supervision and must include plan development, evaluation and overall understanding of the PMP process and utilization of the HRMES program;

• Ability to create office procedures and manuals;

• Experience gathering and analyzing information to compile reports;

• Providing documentation to support recommended corrective and disciplinary actions;

• Experience in the hiring process to include interviewing and recommendation of hire, promotion or transfer to Appointing Authorities;

• Providing technical support and/or office management duties for members of Management Team;

• Experience coordinating and managing official functions under the Appointing Authority's area of responsibility. Example: Strategic planning, conferences, retirements or audits.

  Ensure that the 'Work Experience" section of the application is complete and contains all relevant work experience related to the position that you are applying for . This information will be used to help determine compensation for the position. "See resume" statements cannot be accepted in lieu of the "work experience" section of the application. Additional work experience will not be accepted after the job announcement close date for compensation purposes.

  IMPORTANT INFORMATION

  The Assessment Process : Your application will be reviewed to determine if you meet the minimum Qualifications (MQ's). Applicants that meet MQ’s will be included in the Comparative Analysis process. Colorado Revised Statutes require that state employees are hired and promoted through a comparative analysis which may include, but is not limited to, a suitability screening, eSkills Assessment, oral assessment, written performance assessment or it may include a review of your application material and your responses to any supplemental questions by a Subject Matter Expert (SME) to assess and rank applicants in order to establish an eligible list for referral to the hiring manager for final consideration.

  Be sure the “Work Experience” section of your application is complete and specifically addresses your qualifications, experience, and accomplishments as they relate to the Description of the Job , Minimum Qualifications , Required Competencies and Preferred Qualifications as listed above. Resumes and “see resume” statements will not be accepted in lieu of the “Work Experience” section of the application. Failure to include adequate information or follow instructions by the closing date may result in your application not being accepted and/or may affect your score, rank or inclusion in the final pool of eligible applicants.

  Employees who are rehired or reinstated within six months of their separation will return at either their previous pay rate if hired into the same class level or based on their time in the class series, whichever is higher. Those rehired or reinstated after six months' separation will be calculated using the same formula for new hires and promotions.

  If you have transcripts, a license or other relevant documentation regarding your qualifications, upload and attach copies to your application.

  If an unofficial copy of transcripts is being submitted at the time of application, 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 prevent your application from moving forward in the selection process.

  Under the Job Application Fairness Act (SB 23-058), applicants may redact information from certifications and transcripts that identify their age, date of birth or dates of attendance from an educational institution.

  In order to process a background investigation, your application must include at least (10) ten years of the most current work experience unless experience related to the job for which you are applying is later than (10) years. Failure to provide this information could result in delays and/or elimination from the background investigation process

  Toll Free Applicant Technical Support: 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 to upload (attach) it.

  You are encouraged to print a copy of this announcement for your records

  Conditions of Employment: All job offers are contingent upon a successful medical screening by a healthcare professional, certifying the candidate's ability to perform the essential functions of the position. Applicant must consent to hold harmless CDOC and its agents and staff from any liability arising in whole or in part from the testing and the use of this information in connection with CDOC’s consideration of application for employment.

• Must be 21 years of age;

• Possess a valid driver’s license;

• Possess a high school diploma or GED;

• Have NO felony convictions, to include any actions defined in 5 U.S.C. 301; U.S.C. 509, 510; 42 U.S.C. 15601-15609. The CDOC shall not hire nor promote anyone who may have contact with an offender who has engaged in sexual abuse which includes acts, activity, and sexual behavior, in a prison or other institution as defined in 42 U.S.C. 1997; or has been convicted of engaging or attempting to engage in sexual activity in the community facilitated by force, overt or implied threats of force or coercion, or if the victim did not consent or was unable to consent or refuse, or has been civilly or administratively adjudicated to have engaged in the activity described in the above paragraph. The agency shall consider any incidents of sexual harassment in determining whether to hire anyone who may have contact with offenders or residents.

• Applicants must be legally eligible to work in the United States to be appointed to this position. CDOC uses e-Verify, an Internet-based system, to confirm the eligibility of all newly hired employees to work in the United States. CDOC does not sponsor non-residents of the United States.

• Successfully pass all modules of the six-week Colorado Department of Corrections Basic Training, to include English reading comprehension , relevant competency assessments and written/practical exams in Defensive Tactics;

• Possess the physical ability to successfully complete Defensive Tactics;

• Lift arms above head and kick as high as own waist;

• Stabilize another person to accomplish a controlled take down;

• Use arms, palms of hands, shins, and feet to deliver blows;

• Withstand impact (slow speed or with a safety bag) on own body from strikes/blows;

• Swing a baton in a striking technique;

• Rotate body 90 degrees with feet planted for striking with foot or using a defensive tactic;

• Get down on one or both knees and up again with multiple repetitions;

• Will be exposed to Oleoresin Capsicum during Basic Training and will be exposed while on assignment;

• Must be able to see and hear in order to observe, address and respond to potential breaches in safety and security;

• Seize, hold, control or subdue violent or assaultive persons and defend oneself or others to prevent injury;

• Demonstrate body agility, strength of all four limbs and the ability to walk and climb stairs consistently;

• Work in situations involving assaultive behavior, physical control of another person and/or restraint situations;

• Deal with individuals with a range of moods and behaviors, utilizing tactfulness and a congenial, personable manner;

• Work with people of the opposite sex, diverse racial ethnic groups, mentally ill and emotionally disturbed offenders;

• Communicate by talking, listening and/or signaling people to convey or exchange information, assignments;

• Work in an environment with fluctuating noise and temperature (hot and cold) which may include working outdoors in inclement weather and/or concrete floor/wall work settings;

• Willing and able to travel;

• Willing and able to work various shifts, days, afternoons, graveyards (nights) which includes a rotating shift schedule;

• TB (tuberculosis) screening is required of all new employees upon hire;

• Employees may be required to submit to regular serial testing and reporting for COVID-19.

  Successful completion of a background investigation is required. Should applicant’s background reveal criminal charges, it shall be the responsibility of the applicant to provide the Department of Corrections with written/official disposition of any charges.

  The CDOC is committed to a work environment free from illegal drugs and alcohol. Employees (see exception below) may use marijuana in their personal time but are prohibited from working while under the influence of any substance, including marijuana. A drug test will be administered to all new employees; employees must successfully pass. Random drug screening will occur throughout employment.

  Exception: Peace Officer Standards and Training (POST) certified employees are prohibited from the use of marijuana. Health care professionals must check their licensing requirements regarding marijuana use.

  Appeal Rights: If you receive notice that you have been eliminated from consideration for this position, you may file an appeal with the State Personnel Board or request a review by the State Personnel Director.

  An appeal or review must be submitted on the official appeal form, signed by you or your representative. This form must be delivered to the State Personnel Board by email ( dpa_state.personnelboard@state.co.us ), postmarked in US Mail or hand delivered (1525 Sherman Street, 4th Floor, Denver CO 80203), or faxed (303.866.5038) within ten (10) calendar days from your receipt of notice or acknowledgement of the department’s action.

  For more information about the appeals process, the official appeal form, and how to deliver it to the State Personnel Board; go to spb.colorado.gov ; contact the State Personnel Board for assistance at (303) 866-3300; or 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 under Rules.

Supplemental Information

SUPPLEMENTAL INFORMATION

After submitting an application, you should receive an email acknowledging your submission. If you do not get the email, please check to ensure you have actually submitted the application and typed the correct email address on the application.

Include a working email address on your application; one that is checked daily as time sensitive correspondence WILL take place via email. You may receive email notifications from a Colorado Dept. of Corrections employee or from this email address: info@governmentjobs.com. It is your responsibility to ensure that your email will accept these notices and/or review your junk mail and spam filtered email; if you do not receive correspondence soon after the closing date or if you have questions about this job announcement, please contact Kayla Bartlett and kayla.bartlett@state.co.us

SCHEDULED DATES OF POSSIBLE APPLICANT ASSESSMENTS (I.E., EXAMS, ORAL BOARDS, WRITTEN EXAMS) WILL NOT BE MADE UP. IF YOU FAIL TO SHOW AT THE APPOINTED DATE/TIME, MAKE-UPS WILL NOT BE ALLOWED.

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 Corrections 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 Employee Relations Specialist, Ana Andersen , at doc_employeerelations@state.co.us or call 719-723-3998 .

ALL DEPARTMENT OF CORRECTIONS FACILITIES AND BUILDINGS ARE TOBACCO FREE.

WE STRONGLY ENCOURAGE PROTECTED CLASSES TO APPLY.

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

By clicking below, you acknowledge that the selections process may consist primarily of a review of your application, supplemental questions against the minimum qualifications, required competencies and preferred qualifications. Your responses will also be evaluated on ability to follow instructions, clarity, conciseness, organization, grammar, spelling and word choice.

• I so acknowledge.

  02

  I acknowledge that the 'Work Experience" section of the application is complete and contains all relevant work experience related to the position that I am applying for. This information will be used to help determine compensation for the position. "See resume" statements cannot be accepted in lieu of the "work experience" section of the application. Additional work experience will not be accepted after the job announcement close date for compensation purposes.

• I so acknowledge

  03

  If you are using college course work to meet the minimum qualifications for this position, a copy of your unofficial official transcript noting degree type and date conferred/awarded, your name and college name is required by the application deadline. Have you attached/uploaded your transcripts?

• Yes, I have uploaded my transcripts.

• No, I am not using coursework to meet the minimum qualifications.

  04

  Are you a veteran? If yes, please attach your DD214 member 4 form to your application. (If you have a disability, also attach the letter issued to you from the Veterans Administration verifying that you are currently receiving monetary benefits or you that have a disability retirement.)

• Yes

• No

  05

  Based on the job description, required competencies and preferred qualifications in the job announcement, clearly describe why you are the best candidate for this position. Include how your accomplishments, qualifications, skills, areas of expertise, personal characteristics, etc., make you a good fit for this position. (NOTE: this information does not substitute for the completion of the employment history of your on-line application or used to determine if you meet the minimum qualifications.)

  06

  Explain, in detail, how the role of an office manager differs from that of an administrative assistant and why the office manager position is important.

  07

  Provide an example of a time in which you took on a leadership role in your current or past position and how the experience relates to your readiness to take on leadership responsibilities.

  08

  Describe the steps you would take to effectively manage a conflict between two employees under your supervision.

  09

  Certification and Confidentiality Statement

I certify that:

--I understand that this, my completed Application, the attached Supplemental Questions, and my responses are confidential and that I have neither consulted with others nor received assistance in the preparation, writing, or editing of my responses and the information contained herein is in my own words and was prepared and completed solely by me and only me.

--All the information I have provided herein is true, complete and correct to the best of my knowledge and belief, and is made in good faith.

--I have not communicated the confidential information of this, my Application and the attached Supplemental Questions in any way to other candidates or potential candidates.

--I understand that if the confidential information in this, my Application and the attached Supplemental Questions and/or my responses, are found to have been falsified, plagiarized, or shared in any way, I may be disqualified or removed from the position if appointed.

• I agree to the terms and conditions of this Certification and Confidentiality Statement.

  Required Question

Agency

State of Colorado

Address

See the full announcement by clicking

the "Printer" icon located above the job title

Location varies by announcement, Colorado, --

Website

https://careers.colorado.gov/

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