Assistant to Regulatory Affairs - PA I - HYBRID at State of Colorado – Glendale, Colorado

This position is only open to Colorado state residents.

This position will have hybrid workplace options available but will still be required to report to the listed address at the discretion of the supervisor and based on business need.

APPLY EARLY! This position will close once 50 applications have been received.

Although the full salary range for this position is provided, appointments are typically made at or near the range minimum.

Be BOLD and make a real difference...

We are committed to increasing the diversity of our staff and providing culturally responsive programs and services. Therefore, we encourage responses from people of diverse backgrounds and abilities

The State of Colorado strives to create a Colorado for All by building and maintaining workplaces that value and respect all Coloradans through a commitment to equal opportunity and hiring based on merit and fitness.

The State is resolute in non-discriminatory practices in everything we do, including hiring, employment, and advancement opportunities.

If your goal is to build a career that makes a difference, consider joining the dedicated people of the Colorado Department of Public Health and Environment. Our tobacco-free campus offers free parking and is conveniently located near RTD bus lines, Glendale City Set, and the Cherry Creek bike path. In addition to a great location and rewarding, meaningful work, we offer:

• Employee wellness programs and facilities
• Extensive internal professional development opportunities on a wide variety of subjects
• Bike to work programs, including access to storage lockers and bike racks
• Distinctive career advancement opportunities throughout the State system
• Strong, yet flexible retirement benefits including a choice of the PERA Defined Benefit Plan or the PERA Defined Contribution Plan, plus optional 401K and 457 plans
• Medical and dental health plans
• Paid life insurance
• Short- and long-term disability coverage
• 11 paid holidays per year plus generous personal time off
• Mentoring program with opportunities for mentors and mentees
• Tuition assistance for college level courses including Master’s degree programs
• Excellent work-life programs, such as flexible schedules, and a variety of employee resource groups

Some positions may qualify for the Public Service Loan Forgiveness Program. For more information, go to: https://studentaid.gov/manage-loans/forgiveness-cancellation/public-service

The Work Unit:

The Air Pollution Control Division (APCD) is responsible for implementing measures to prevent and/or control air pollution. The division administration is responsible for management and administration of the state air quality programs. Included is the oversight/enforcement of the regulations developed by the Air Quality Control Commission (AQCC), and management of the business, policy and technical operations of the division. The Deputy Director for Regulatory Affairs supports the Division Director in the management and administration of Colorado’s air quality program. Regulatory Affairs includes the Office of Innovation in Planning (OIP), the Planning and Policy Program (P&P), and the Climate Change Program. Collectively these programs assess various air quality and climate related problems, develop new regulations to address these problems, and implement and enforce new and existing regulations.

What you will be doing

The purpose of this position is to assist the Deputy Division Director in overseeing and coordinating activities related to the development and implementation of climate change and air quality regulations and policies within APCD. This position performs a variety of duties to support the Deputy Division Director and Regulatory Affairs staff that include, but are not limited to:

• Tracks and manages internal and external communications.
• Manages calendars, schedules appointments, tracks assignments and projects, welcomes visitors, and arranges travel for Regulatory Affairs supervisors and managers.
• Maintains and updates the Regulatory Affairs Intranet site.
• Creates, prepares, and distributes program documents.
• Organizes meeting agendas, takes detailed notes, and distributes them to relevant staff, supervisors, and managers as needed.
• Manages the APCD Public Comment email inbox, directing sensitive communications to subject matter experts.
• Facilitates communication and engagement with stakeholders, including managing digital meeting platforms, responding to inquiries, and providing follow-up communications after meetings

Job Duties:
Technical, Administrative, and Office Management Support and Oversight
Provides skilled technical and administrative support to the deputy division director and Regulatory Affairs staff and acts as point of contact for the Regulatory Affairs. Assists the deputy division director and program managers in coordinating the activities of Regulatory Affairs. Coordinates reporting for deputy division director and program managers by gathering pertinent program information from program managers, synthesizing the information, identifying the need for additional information; providing additional research based on topics suggested by the deputy director and Regulatory Affairs management. Composes and communicates information to general staff, managers, and senior leadership on the deputy director’s behalf in order to unify division actions and foster consistency with department and division priorities. Assists the deputy division director, and Regulatory Affairs staff in tracking and responding to internal and external communications

Facilitates agenda for key meetings. Maintains calendars and appointments, tracks assignments and projects, screens calls, assists visitors, and makes travel arrangements for Regulatory Affairs senior management. Coordinates scheduling and logistical arrangement of meetings, conference calls and responds to speaking engagement requests for the deputy director and prepares audiovisual materials for presentations. Works with a variety of internal and external groups and committees, with responsibilities including setting dates and times of meetings as well as agendas, records meeting summaries and action items. This position works closely with the program managers and division staff employing independent judgment and decision-making in the resolution of problems and the performance of assigned duties and assists the deputy division director in maintaining effective and positive internal and external division work relationships.

Website Maintenance and Records Management

• Serves as one of the Division websters, coordinating Regulatory Affairs website updating activities and keeping the Division’s public facing website updated as needed.
• Assesses the effectiveness of the website in communicating Regulatory Affairs activities to a range of stakeholders including the general public and regulated entities
• Maintains and organizes records for internal purposes to aid the deputy division director and professional staff in completing projects within Regulatory Affairs in accordance with established parameters
• Maintains rulemaking and project documents by compiling documents for retention, scanning and/or uploading documents into the Division’s onbase records system, and scanning and uploading historic documents into onbase.

Stakeholder Outreach and Communication Support
Position will support interaction and communication with stakeholders by composing and/or formatting communications for distribution to stakeholders and community groups, maintaining and updating mailing lists, scheduling meetings, locating and arranging venues and/or running digital meeting platforms, preparing meeting materials, communicating directly with stakeholders, responding to stakeholder inquiries and following up on meetings with updated communications and information via email or website posting. Position will support small business communication, as needed, by organizing, prioritizing, and/or responding to requests for assistance.

Other Duties as Assigned
Attends meetings, serves on task forces or teams, completes projects, and performs other duties as assigned by the supervisor.

Residency Requirement:

This posting is only open to residents of the State of Colorado at the time of submitting your application.

Class Code & Classification Description: (New)

H4R1XX

PROGRAM ASSISTANT I

MINIMUM QUALIFICATIONS:

Experience Only:

Four (4) years of relevant experience in performing administrative or program support to supervisors and managers.

OR

Education and Experience:

A combination of related education and/or relevant experience in business, public administration, communications, public health or closely-related field equal to four (4) years

PREFERRED QUALIFICATIONS

In addition to the minimum requirements, the successful candidate in this position will have the following experience:

• Previous State Service related to the work assigned to the position
• Experience as an Executive Assistant including, but not limited to, the ability to create and generate correspondence, schedule calendaring meetings and events on behalf of the division
• Work experience providing direct support to senior level staff in a complex and political environment
• Tech savvy and well-versed with software and web-based applications including proficiency in Microsoft Office and Google suite
• Proficiency and experience in using Zoom video conferencing platform, including organizing and providing technical support during meetings
• Exceptional proofreading skills and strong reading comprehension
• Adaptability to change in duties, tasks, and workplace environment
• Strong organizational skills to track and manage a variety of personnel paperwork and actions
• Ability to effectively communicate both orally and in writing with a wide range of customers and business partners
• Excellent critical thinking and problem solving skills
• Excellent interpersonal and customer service skills
• Excellent planning and organizing skills, including information management (filing systems)
• Strong attention to detail
• Ability to multitask and to prioritize and complete multiple time-sensitive assignments while maintaining an open line of communication about deadlines and timeframes
• Emotional intelligence: demonstrates self-awareness and empathy in interactions with all people, including colleagues, board members, members of the public, and elected officials
• Cultural competency: experience in collaborating with colleagues with a diverse range of backgrounds and identities to achieve common goals

CONDITIONS OF EMPLOYMENT

• A pre-employment background check will be conducted as part of the selection process.
• TRAVEL: A few instances per year, for stakeholder Meetings, conferences

Appeal Rights: (Updated)

An applicant who has been removed from an employment list or removed from consideration during the selection process may request a review by the State Personnel Director.

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, at spb.colorado.gov/board-rules.

A complete application packet must include:

• Completed State of Colorado application.
• Answered supplemental questions.
• If using education to qualify for this position a copy of your transcripts (unofficial acceptable) or diploma must be provided with application. (if either are unavailable please email the department contact for this posting, listed above)
• If using work experience to qualify for this position, please provide an adequate description in the work experience section of the application. Do not write "see resume".
• If you are a veteran, a copy of your DD214 attached to your colorado.gov/jobs application.

The Selection Process:

1. All applications that are received by the closing of this announcement will be reviewed against the Minimum Qualifications in this announcement. Candidates who meet the minimum qualifications proceed to the next step.
2. Colorado Revised Statutes require that state employees are hired and promoted based on merit and fitness through a comparative analysis process.

• 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 materials by Subject Matter Experts (SMEs) against the preferred qualifications.

1. A top group, up to six 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 at cdphe.humanresources@state.co.us or call 303-692-2060, option 5.