CDOC - Administrative Assistant III (fleet Support Specialist)

CDOC - Administrative Assistant III (Fleet Support Specialist)

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

Location: Denver Metro, CO

Job Type: Full Time

Job Number: PAR 83025 AAIII 08.2025

Department: Department of Corrections

Division: Parole

Opening Date: 08/20/2025

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

This position is only open to Colorado state residents.

This posting may be used to fill future vacancies at this location.

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.

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. Correctional Officers I-IV qualify as "Safety Officers" and are eligible for increased PERA benefits;

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;

Visit State of Colorado Employee Benefits for more information.

Description of Job

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, Substitutions, Conditions of Employment & Appeal Rights

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. "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.

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