DCPHR Executive Assistant - Administrator III

• Manages complex calendars proactively, organizing and coordinating meetings, briefings, and events by preparing agendas, compiling materials, finalizing logistics, documenting action items, and ensuring follow-up is completed. 
• Serves as the primary point of contact and liaison for leadership with internal division and department staff and external partners, and routes requests appropriately. 
• Tracks assignments, projects, and deadlines; ensures timely completion and keeps leadership informed on status. 
• Maintains organized records, files, and reference materials in compliance with division, department, and state policies.
• Conducts research, gathers and compiles information, and prepares summaries to support leadership and individual decision-making and planning. 
• Assists in reviewing, operationalizing and implementing division-wide procedures and policies. 
• Coordinates complex and detailed travel, training, and logistics for leadership and processes related reimbursements and documentation. 
• Assists leadership with personnel and onboarding processes by preparing documents and coordinating required steps in accordance with division and department processes. 
• Manages timekeeping and serves as a backup timekeeper in UKG for division leadership. 
• Keeps leadership apprised of emerging topics and situations that need attention.
• Maintains discretion when involved in sensitive discussions or sensitive information is
  shared.

• Oversees, develops, determines, and implements special projects, office processes, and procedures. 
• Coordinates and tracks projects, ensuring goals, deadlines, milestones, and deliverables are met. 
• Develop and maintain project timelines, schedules, and tracking tools.
• Compile, organize, and summarize project information for leadership review and decision-making. 
• Schedule and facilitate project meetings, prepare agendas, and document action items. 
• Monitor project progress and follow up with staff or stakeholders to ensure completion of tasks. 
• Communicate updates, changes, and outcomes to leadership and project teams. 
• Identify project risks, bottlenecks, or issues and recommend solutions or escalate as needed. 
• Assist in preparing reports, presentations, and materials related to project outcomes. 
• Coordinate resources, including staff, equipment, and space, to support project execution. 
• Ensure project documentation and records are complete, accurate, and accessible. 
• Conduct regular status check-ins with stakeholders to confirm progress, address barriers, and realign expectations as needed. 
• Set and communicate realistic deadlines and workload expectations based on available capacity. 
• Protect dedicated time for planning, analysis, and documentation to support proactive coordination. 
• Develop clear communication channels and protocols to ensure consistent information sharing across project teams. 
• Maintain comprehensive, organized project documentation to support continuity and knowledge transfer. 
• Leverage cross-training or shared administrative support, when available, to distribute workload during peak periods. 
  

• Coordinates division workspace planning to ensure staff have appropriate, safe, and functional work areas.
• Assesses space needs and recommends layouts, moves, and adjustments to support staffing and program changes. 
• Plans and manages office relocations, reassignments and workstation setups with minimal disruption to operations. 
• Serves as the primary liaison with Building Operations, building management, and vendors to address maintenance, repairs, and service requests.
• Tracks space assignments, seating charts, and floor plans and maintains accurate records of workspace use.
• Submits and monitors work orders, requests for furniture, equipment, and building services. Ensures timely follow up and completion. 
• Monitors shared space to ensure compliance with safety, accessibility, and agency requirements.
• Identifies space or operational issues and recommends improvements to increase efficiency and effective use of resources. 
• Communicates space changes, building updates, and procedures to staff and leadership. 
• Provides guidance to staff on workspace procedures, shared space use and facility-related processes. 
  

• Establishes work processes and procedures and assists in the design and implementation of systems and processes. 
• Plans, coordinates, and operationalizes division-wide town halls and leadership engagement forums to support strategic communication. 
• Oversees the division Assistants Group, facilitating communication, sharing best practices, ensuring alignment across sections and branches.
• Serves as coordinator and member of the division Business Operations group, scheduling meetings, preparing materials, and tracking action items. 
• Liaises between the Assistants Group and Business Operations groups to ensure connectedness, coordination and effective workflow, elevating and disseminating information. 
• Coordinates the development, implementation, and oversight of division-wide records retention practices to ensure compliance with state records management statutes, department policies, and regulatory requirements. 
• Serves as the primary liaison between the division and the Office of Legal and Regulatory Compliance to interpret retention schedules, clarify obligations, and operationalize compliance guidance across programs. 
• Participates in the division employee recognition group as an extension of leadership, assisting with coordinating activities, events, and recognition programs to promote staff engagement. 
• Identifies operational gaps or process improvements and recommends solutions to leadership.
• Maintains records and documentation for group activities and operational decisions.
  
• Administer purchase card activities, including processing transactions, ensuring compliance, and maintaining documentation. 
• Provide coverage for the main reception line as needed, triaging calls and directing inquiries appropriately. 
• Assists with training or mentoring new administrative staff.

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:

Six (6) years of professional experience and proficiency using technology, such as Google Workspace or Microsoft Office, in an administrative support role such as an executive assistant, office manager, project manager, administrative assistant or closely-related field.

A combination of related education in public administration, business administration, health administration, business management or closely-related field  and/or years of  professional experience and proficiency using technology, such as Google Workspace or Microsoft Office, in an administrative support role such as an executive assistant, office manager, project manager, administrative assistant or closely-related field equal to six (6) years

• A pre-employment background check
• Be expected to work and/or remain at their worksite in delayed start, early release, or closure situations.
• Be available in the event of an emergency, (e.g., bio-terrorist attack, chemical attack, disease outbreak or all hazards) and be required to report to work immediately at the regular or alternate location. During this time, travel restrictions may be in place.
• Be available in the event of the activation of the Continuity of Operations Plan (COOP) and be required to report to work immediately at the regular or alternate location. During this time, travel restrictions may be in place.

• Exceptional verbal and written communication.
• Demonstrated ability to handle confidential, sensitive information with maximum professionalism.
• Demonstrated ability to anticipate executive needs, manage workflows, and resolve problems without supervision.
• Experience working with the public, partners/stakeholders and government programs
• Experience leading or supporting complex projects                              
• Detailed-oriented project management and scheduling abilities. Demonstrated ability to thrive in high pressure positions and deliver results 
• Experience working in fast-paced, complex, or ambiguous professional settings. 
• Experience creating compelling presentation documents for various audiences  
• Experience with how manage knowledge, mitigate errors and support decision making.
• Experience creating compelling presentations, memos and documents for various audiences, including policymakers.

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 dpa_state.personnelboard@state.co.us 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, atspb.colorado.gov/board-rules.

A complete application packet must include:

1. A complete application that documents your work history giving details of your qualifications, including how your experience aligns with the minimum and preferred qualifications when listing your work history.
2. A copy of your transcripts if you are using education to meet the minimum qualifications. (unofficial copy acceptable)
3. If you are a veteran, attach a copy of your DD214 to your application 

1. 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 by Subject Matter Experts (SMEs) against the preferred qualifications. 
2. A top group, up to six (6) 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, Dan McKenna, at daniel.mckenna@state.co.us or call 303-692-2060, option 5.