CDOC - Administrative Assistant III (fleet Support Specialist)

Administrative Assistant III (Fleet Support Specialist)

Salary: $4,238.00 - $5,933.00 Monthly

Location: Denver Metro, CO

Job Type: Full Time

Department: Department of Corrections

Division: Parole

Opening Date: 08/20/2025

Closing Date: 9/2/2025 4:00 PM Mountain

FLSA Status: Non-Exempt; position is eligible for overtime compensation.

Primary Physical Work Address: 236 Wyandot St, Denver, CO 80223, USA

Department Contact Information: Lindsay Duffy, lindsay.duffy@state.co.us or 719-728-0159

Job Description:

The Division of Adult Parole exists to enhance public safety by providing administrative support to the Parole Offices and assigned personnel which proves supervision for inmates in halfway houses and in the community. The Division of Adult Parole also provides post-release supervision to offenders paroled from the department of Corrections (DOC) and from other states through the Interstate Compact. This position exists to provide direct administrative support to the Regional Assistant Director, Manager, Office Manager, Supervisors, and Community Parole Officers. This position creates and implements office procedures to support the operational duties associated with the Division of Adult Parole.

This position has the authority to design and implement the general office and administrative operations. Position will work in a state correctional facility or office environment.

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

• Track and manage all CARSWEB vehicle movements.
• Attend monthly fleet coordination meetings.
• Maintain and distribute the UC Plate Renewals spreadsheet during July–October. Monitor and follow up on overdue and preventive maintenance, as well as oil changes.
• Update the CDOC Vehicle Coordinators Google spreadsheet regularly.
• Conduct the annual physical inventory of Parole vehicles in August and September.
• Monitor and respond to vehicle recall notifications via email.
• Review and file fleet vehicle inspection reports for Parole.
• Create and manage the annual State Vehicle Mileage spreadsheet, controlling access permissions.
• Serve as the point of contact for fleet vehicle turn-ins and pickups.
• Act as the point of contact for accident reporting as needed.
• Receive, review, file, and distribute annual vehicle registrations.
• Collect, file, and submit fleet vehicle receipts to the Fleet Office.
• Process Out-of-State Travel Notifications as received.
• Review and verify all Parole Vehicle Commuter Forms annually in January.
• Review and investigate toll statements for all Parole vehicles.
• Ensure all new Parole staff complete the MVR Check Compliance via Google Form.
• Review and update the Adult Parole Directory each month.
• Provide excellent customer service by directing and/or responding to all stakeholders to include internal and external departments, other state agencies, offender families and the general public; Research information to resolve problems, concerns, errors, and/or complaints; Type, review, file, copy and scan various documents and memos as needed; Assist with the completion and tracking of multiple processes within the unit.
• Maintain a clear, concise and organized filing system electronically or physically; Assist the facility/ office with files and records management related to the American Correctional Association (ACA) as assigned; Collect and compile data to generate reports and routinely update reports to reflect current and accurate information; Assist with (and may be solely responsible for) tracking budget expenditures for the assigned area; Make purchases using the state-issued Purchasing Card (P-Card); Answer and respond to staff/stakeholder/offender inquiries via phone, facsimile, email or in person; Ensure clear and concise communication with supervisors and staff members within the work unit, various departments and other state agencies; Assist with the supervision of area porters, monitor the assigned area's chemicals, equipment and other security/tool control items as necessary; Ensure supervisor and/or area manager is apprised of accurate budget totals on a regular basis; Provide coverage, on occasion, for a facility/office in the event of the absence of administrative staff due to leave or vacant positions; Perform other duties as assigned.

Minimum Qualifications:

Experience Only: Three (3) years of relevant general clerical experience in an administrative or office support role. (Experience less than full-time will be prorated). General clerical duties may include: the accurate and timely completion and processing of documents and information; data entry; printing; scanning and making copies; scheduling; accepting reservations or registrations; arrange meeting logistics and equipment; reception and intake; record keeping, filing and maintenance; answering multiline phones and relaying messages; and general administrative tasks in an office support environment.

OR Education and Experience: A combination of related education and/or relevant experience in an occupation related to the work assigned equal to three (3) years. You must submit a copy of your unofficial college transcript with your name and college if you are using this substitution to meet the minimum qualifications. 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.

Required Competencies:

Established proficiency in position-related office technologies, especially Microsoft Office (Word, Excel and PowerPoint); Ability to work directly with inmates in a prison environment; Exceptional interpersonal/customer service skills; Excellent written and oral communication skills; Efficient management/input of data and tracking; Strong ability to multi-task and demonstrate flexibility; Impeccable organizational, planning and prioritizing skills; Precise attention to details; Self-control, a strong sense of ability to work in stressful, potentially violent situations; Ability to remain alert, emotionally stable, and mentally resilient under pressure and observant throughout their shift; Tolerance to stress, confinement, and high-stakes interaction; 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; Experience proof-reading, editing, or creating documents; Experience supporting a program or work unit; Experience with data-entry, checking and verifying; Experience with National Crime Information Center (NCIC) and Colorado Crime Information Center (CCIC); Experience working with confidential information; Experience creating and maintaining budgets and budget reports; If you are using the substitution, one year of clerical experience is preferred.

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. Use of artificial intelligence (AI) tools, including language models, to create, write, or alter any portion of responses throughout any step of the assessment process may result in the disqualification of an applicant. 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. Please note that while this change in role may constitute a promotion in title and/or responsibility, salary adjustments are not guaranteed and may be influenced by factors such as internal pay equity, budget constraints, market benchmarks, or the individual's current compensation level. Any changes to compensation will be determined separately and communicated accordingly. 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