CPW Administrative Assistant III - Northeast Region - Area 1/5
9 hours ago
Denver
Administrative Assistant The position provides administrative services and clerical support to Area 1 and Area 5 staff within the NE Region by organizing and implementing office procedures and performing assigned administrative duties. This position will also occasionally assist the Northeast Region front desk staff with customer service duties. • First contact for public/customers/agencies, either in person, by phone, or by email. Determines customers' needs and decides what actions are needed and how to handle requests., • Selling licenses, collecting information, providing information or education and materials, referral to others, or referral to another agency., • Answering technical questions regarding Parks and Registrations, hunting, and fishing by applying knowledge, experience, and interpersonal skills to respond to customers' needs and problems in an ongoing effort to educate and serve., • Articulately convey substantial information about agency laws, regulations, and procedures, while providing all facets of parks, wildlife, and outdoor recreation information., • Assists law enforcement officers in gathering and disseminating information and requests; interpreting and directing calls to appropriate parties, determining appropriate approach for resolving human/wildlife conflicts, and presenting viable alternatives; coordinates and administers hunter education classes., • Effective monitoring of program products and brochures to ensure adequate availability of supplies., • Interviews and collects information from internal and external contacts and determines the information's relevance based on statute and regulation., • Determines and assists with correct office protocol in handling volatile situations and conflict resolution., • Recommends changes to big game brochures to correct or improve information., • Recommends changes to limited license computer systems to improve license handling., • Recommends changes in regulations to improve clarity or improve public acceptance., • Create and revise office procedures and write procedure manuals, design forms, and general office record-keeping systems; Maintain office equipment, ensure adequate availability of office supplies, and work unit use by effectively monitoring inventory., • Develops and tracks the calendars of the Area Wildlife Managers and Assistant Area Wildlife Managers to assist with efficient and timely completion of work tasks., • Establish office procedures and criteria for information storage and dissemination, which range from public brochures to confidential 'in-house' materials., • Monitors request materials to determine future needs. Modifies or suggests modifications to brochures and other public materials to improve their functions as customer service tools., • Sells CPW products; assesses customer product needs, determines appropriate CPW product type (license, permit, registration, pass, etc), and implements established processes necessary to meet customer's product needs., • Determines compliance with hunter safety requirements and reissues lost, missing, or damaged hunter safety cards., • Utilizes electronic systems to fulfill CPW customer product needs; handles cash and credit card sales., • Updates customer information in database and reports any duplicate records to Denver., • Schedules hunter education and other events in the hunter education building; assists hunter safety instructors in getting materials ready for safety courses; assists regional staff with public meetings/special projects/activities/events; assists regional staff by providing general office/clerical support; communicates information and dispatches field staff via phone or two-way radio., • Manages the budget for both Area 1 and Area 5 work units. Accurate completion and processing of documents, including all aspects of finance, delivery of designated goods and services, and timely payment of vendors., • Research payments and communicates both internally and externally (vendor), and makes independent decisions for problem resolutions., • Prepare and review receiving reports, verify accuracy of vendor invoices, tax Ids, and addresses., • One card allocation for Area 1 and 5 work units., • Processes game damage claims., • Travel reimbursements and miscellaneous expenses. Experience Only: Preferred Qualifications • Current or former State experience relevant to this position., • Experience using Kronos UKG and CORE for processing state requisitions (SRQs) and receiving reports., • Demonstrated experience in purchasing and P-card management in compliance with State Fiscal Rules and procurement policies., • Previous experience managing daily/weekly/monthly staffing and/or OC calendar., • Ability to compile, proof, and edit complex administrative reports by auditing source data across multiple systems., • Familiarity with FLSA (Fair Labor Standards Act)., • Ability to manage multiple high-priority projects simultaneously while meeting strict departmental and payroll deadlines., • Experience handling sensitive personnel records, including licensure, certifications, and protected health information., • Intermediate skills in writing, proofreading, and drafting Standard Operating Procedures (SOPs) or administrative guides., • Organizational and time management skills., • Strong level of written and oral communication skills., • Strong multi tasking skills., • Proficiency in Microsoft Word, Excel, Google suite., • Experience processing applications and/or analyzing documents for completeness, correctness, and/or compliance., • Experience managing calls and/or responding to difficult customers with tact and diplomacy., • State of Colorado residency is required at the time of application., • Background Check required. Criminal History (handles cash/firearms) and Driving Record (drives state vehicles), • May handle firearms/ammunition in association with hunter education or purchase ammunition for staff., • Must have the ability to work a flexible schedule. Committee meetings may be held during the day or evening hours., • Former State employees who were disciplinarily terminated or resigned in lieu of termination must disclose the information on the application and provide an explanation why the prior termination or resignation should not disqualify their application from the current position. (Please Note: Absent extraordinary circumstances, prior disciplinary termination or resignation in lieu of termination will disqualify the applicant from future State employment with DNR)., • Required to travel throughout assigned area. Depending on meeting schedules, may be required to stay overnight. Travel in adverse weather and road conditions may be possible. Single and overnight travel throughout the state at times is required to attend staff meetings/trainings, drive vehicle to shop, or obtain equipment not available through delivery., • Pursuant to the DNR-120 Fleet and Driving Standards Administrative Directive, any worker who will be expected to drive a State-owned vehicle is responsible for maintaining a safe driving record and a valid driver license prior to driving any State-owned vehicle., • To be compliant