ACP Mail Services Coordinator State of Colorado Job Opportunities Denver

Title Acp Mail Services Coordinator
Date 08 November 2020
Company State of Colorado Job Opportunities
City Denver

Short Description :

State government as is the focus on ideas and ways to redesign the delivery of services in making state government more Our customer base includes other state agencies, state employees, and the public If you receive notice that you have been eliminated from consideration for the position, ,…

Full Description :

Department Information

This position is only open to Colorado state residents.
This position will close after 100 applications have been received or on the closing date, whichever comes first.

The Department of Personnel & Administration is looking for a Administrative Assistant who is values-driven, committed to teamwork, collaboration, accountability, adaptability, excellence, integrity and respect.
Do you love helping others? Are you excited about diving into details? Do you want to be part of a fun and hardworking team? If so, this might be the perfect job for you!
What We Do:
The Colorado Address Confidentiality Program (ACP) is a statewide program that provides survivors of stalking, sexual assault, and domestic violence with a legal substitute address and mail forwarding. Under Colorado law, all state and local government agencies must accept a participant’s substitute address. ACP services are intended to enhance a comprehensive safety plan and contribute to increased survivor safety.
The Department of Personnel & Administration (DPA) delivers the operational infrastructure on which state government functions. The programs and services provided by DPA are vital to the efficient operation of state government and customer service is the primary goal of each of DPA's divisions. Our customer base includes other state agencies, state employees, and the public. DPA requires a team that is dedicated to building and sustaining public confidence in effective and efficient government.
What You'll Get From Us:
At DPA you will find an opportunity to contribute meaningful work to support and serve Colorado. It's your chance to combine your expertise with public service. The department employs a wide variety of trade and professional disciplines, which allows for long-term career growth. In return for the skilled work you do, DPA provides a highly competitive compensation and benefits package to accompany employment opportunities.
Among the benefits offered are:

  • Strong, yet flexible retirement benefits including PERA Defined Benefit Plan, PERA Defined Contribution Plan plus 401K and 457 plans
  • Medical, vision and dental health plans
  • Paid life insurance
  • Automatic short-term (and optional long-term) disability coverage
  • 10 paid holidays per year plus generous annual and sick leave
  • ECO PASS offered at a reduced cost (in some locations)
  • Excellent work-life programs, such as flexible work schedules, training opportunities and more
Visit DPA's website to watch the Benefits Overview video for details on the benefits offered to employees and to learn about the State's Employee Value Proposition.
If your goal is to build a career that makes a difference and build 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:
Our Core Values:
At DPA, we recognize that how we deliver is as important as what we deliver. Our core values define our character and guide us in how we interact with one another and our customers. Because it is important that we embody service, teamwork, integrity, responsiveness, and transparency in everything we do, our core values are incorporated into every employee's annual performance plan.
ServiceBeing helpful, useful, timely, and efficient in our actions, results, and communications
TeamworkCollaborating with and empowering each other to achieve success
IntegrityBeing honest and fair in our work and relationships
ResponsivenessEngaging and following through in a way that promotes respect, energy, creativity, and adaptability
TransparencyOperating with accountability, clarity, and ethics in a way that builds and sustains trust
Good Government Starts Here! Description of Job

Conduct Daily Mail Forwarding

  • Sort incoming mail according to the type and size of mail received.
  • Repackage, label, and forward mail for approximately 4000 participants.
  • Replenish mailing labels as needed, ensuring that mailing lables are accurate and available for all ACP households.
  • Return, redistribute, or shred mail (depends on the type of mail) that is unable to be forwarded,
  • Accept personal service on behalf of participants, and provide participants with written and verbal notice of the service.
  • Record certified and registered mail.
  • Record incoming and outgoing election ballots.
  • Record legal and priority mail.
  • Place daily mail-related statistics into the program database or other tracking documents.
  • Provide mail-related communication to internal and external stakeholders.
Mail Process Support
  • Conduct the returned mail process when participant mail is returned to the ACP as “undeliverable” using established program processes.
  • Determine what to do with mail that is improperly addressed, missing critical address information, or that is returned to the program. This requires the selection and interpretation of guidelines covering all correct alternatives and determining the best solution to the specific situation.
  • Provide information and guidance to participants who are having problems understanding the mail forwarding processes or receiving their mail.
  • Provide instruction to participants about how to complete the various mail-related forms, such as address change form or an addition to household form.
  • Assist with mail-related inventory each month; work with program administrator to ensure that the program is adequately stocked with mailing supplies.
  • Identify ways to increase participant mail-forwarding services, mail-forwarding efficiencies, and cost savings; communicating any proposed efficiencies to the program administrator.
  • Deliver mail to IDS for processing.
Process Address Changes
  • Conduct the process for changing participant addresses in the Salesforce database in response to program receipt of change forms containing new actual and mailing addresses.
  • Complete all process steps, including those steps outside of the database, such as conducting USPS address searches, creating new mailing labels, and contacting participants to confirm the change.
  • Ensure forwarding of any held mail and release any holds on mail in the program database.
  • Review address change forms to ensure that no additional processes are needed. This position would inform the program administrator about the need for additional processes, such as the addition of a new household member. If authorized and time allows, this position may conduct the additional processes.
Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights
  • A Human Resources Analyst will only review the work experience/job duties sections of the online job application to determine whether you meet the minimum qualifications for the position for which you are applying. Cover letters and resumes WILL NOT be accepted in lieu of the official State of Colorado online application, but may be attached. Applicants must meet the minimum qualifications to continue in the selection process for this position. Work experience and qualifications must be specifically documented on your online application. Do not use "see resume" or "see attached" statements on your application. Resumes WILL NOT be reviewed for minimum qualification screening.

MINIMUM QUALIFICATIONS:
Two years of experience as an administrative assistant in an office environment.
Substitutions:
Appropriate education will substitute for the required experience on a year-for-year basis.
Preferred Qualifications:
  • Previous experience which required the handling of confidential information
  • Excellent written and verbal communication skills
  • Ability to operate standard office equipment including pertinent software applications; such as Salesforce, and preparing and maintaining accurate records
  • A high level of competence in MS Office, particularly Word, Excel, Google Drive/Docs/Email
  • Excellent time-management skills
  • Strong organizational skills and attention to detail
  • Flexibility to perform a wide variety of tasks, in a wide variety of circumstances and with a diversity of individuals and/or groups
  • Ability to work independently; self-directed
  • Experience and/or interest in working at an agency or organization that services victims of domestic violence, stalking, and/or sexual assault


APPEAL RIGHTS:
If you receive notice that you have been eliminated from consideration for the position, you may protest the action by filing an appeal with the State Personnel Board/State Personnel Director within 10 days from the date you receive notice of the elimination.
Also, if you wish to challenge the selection and comparative analysis process, you may file an appeal with the State Personnel Board/State Personnel Director within 10 days from the receipt of notice or knowledge of the action you are challenging.
Refer to Chapters 4 and 8 of the State Personnel Board Rules and Personnel Director's Administrative Procedures, 4 CCR 801, for more information about the appeals process. The State Personnel Board Rules and Personnel Director's Administrative Procedures are available at spb.colorado.gov.
A standard appeal form is available at: spb.colorado.gov. If you appeal, your appeal must be submitted in writing on the official appeal form, signed by you or your representative, and received at the following address within 10 days of your receipt of notice or knowledge of the action: Colorado State Personnel Board/State Personnel Director, Attn: Appeals Processing, 1525 Sherman Street, 4th Floor, Denver, CO 80203. Fax: 303-866-5038. Phone: 303-866-3300. The ten-day deadline and these appeal procedures also apply to all charges of discrimination.

Supplemental Information

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.
Department of Personnel & Administration 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, Kristin Steele, at kristinl.steele[at]state.co.us or call 303-866-6526

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