Job is Expired Administrative Assistant III

Colorado Department of Education / Colorado State Library

Job deadline Apply by November 20th, 2017   Job salary $3,458.00 to $3,593.00 per month   Job type of library Other   This job is located in Colorado Colorado

Job Description

Under the mission of CDE, the position provides administrative and research support for staff from two offices in the State Library:  Office of Networking and Resource Sharing (NRS) and Office of Library Research Service (LRS).  Staff from both the offices includes two directors, five consultants, one system administrator, one web developer, one research analyst, one research assistant and other temporary staff as needed.  The position also provides general administrative support for other State Library staff.

  1. Assist NRS and LRS offices with projects and duties as needed.Work within the State Library administrative team to ensure the NRS and LRS teams are well supported, included and informed of all Division activities.Provide administrative services, which require staying current on CDE policies and procedures, ensuring appropriate implementation of CDE processes for official functions, procurement, travel, print publications, answering CSL phones and email, courier, mail and other activities as needed.
  1. Manage and grow the SWIFT Book Club Resource for participating public and school libraries within the state.  This position maintains and updates the collection of loanable sets; actively acquires new content; weeds lesser used titles;  promotes the service through biweekly blog posts to CVL and Libnet; maintains relationships with the participating library staff; packages, ships, and manages the returns of loaned items and the related courier service activities; maintains the online web presence for the service.
  2. Maintains the online/electronic records archive for all NRS activity including Statement of Work and Contracts for services and vendor relationships, as well as information regarding billing portals at hosting companies and CDE required documentation.Keeps purchasing card information up to date for annual/monthly automatic renewals, and maintains spreadsheets of ongoing NRS unit expenditure.
  3. Provide support for NRS/LRS office staff interaction via conferences, meetings, and workshops.Tasks include creating meeting requests, securing meeting rooms and facilities, arranging equipment check outs, designing and creating handouts and promotional materials, purchase registrations, process reimbursements, minutes and note taking, and other duties as assigned.
  4. Position holder is responsible for creating specific content for the Colorado Virtual Library relating to historic Colorado news.Person in this position will be responsible for creating and promoting online the monthly CHNC: Special Edition blog post describing an historical incident or initiative and use actual historic newspaper articles from CHNC to illustrate the importance of this event in the words of those who lived at that time.The position is also responsible for creating short biographies of Colorado historical figures, to be used by educators teaching social studies and history to 4th graders.Primary source materials available in collections around the state are incorporated within the bios whenever possible.
  5. Assist with the process for creating digital content for the Colorado Historic Newspapers Collection, including scanning microfilm to establish page counts for cost estimates, liaising with external vendor partners, tracking payments and monitoring fiscal activity, writing copy for related outreach activity and web site content.  Much of this activity happens outside of the CDE offices, so ability to travel to other locations to access materials is required.  Work with others within NRS and outside agencies to research and create specific content for the promotion of digital collections, primary source sets, and biographies of historic Colorado figures.  
  6. Assist with the maintenance of the State Library online presence, including maintaining and updating web page content as needed for CSL, CVL, and LRS web sites, administering email lists, supporting social media activity and creating online content  to support CSL activities as needed.
  7. Other duties as assigned.

Description of Community

About the Colorado Department of Education
Through setting a clear vision for increasing student performance, CDE continually supports the advancement and improvement of the state's education system to prepare all learners for success in a rapidly changing global workplace.
All students in Colorado will become educated and productive citizens capable of succeeding in society, the workforce, and life.
The mission of the Colorado Department of Education is to ensure that all students are prepared for success in society, work, and life by providing excellent leadership, service, and support to schools, districts, and communities across the state.

Required Education

  • High School or Equivalent

Preferred Education

  • Bachelor's Degree

Language Skills

  • Spanish is Not Required

Other Required/Preferred Skills & Experience

Minimum Qualifications:
Three years of general clerical experience with at least six (6) months of experience in project coordination such as logistics, organizing, scheduling, managing, and tracking activities.  Must have demonstrable skill in historical research and factual finding.
Bachelor's degree in business administration may substitute for general clerical experience but not for project coordination and research.

Preferred Qualifications:

  • Passion for libraries, learning, and literacy for all.
  • Demonstrated experience coordinating events, such as conferences or workshops.
  • Demonstrated experience with Google Applications, such as Google Docs.
  • Experience with web content editing.
  • Experience with design of print and/or online materials.

Required Skills and Competencies:

  • Ability to prioritize among multiple project demands.
  • Attention to detail, consistency, and accuracy.
  • Excellent written and oral skills
  • Excellent customer service skills
  • Strong organizational skills

Application Requirements

 Application Checklist:
Only complete applications submitted by the closing date for this announcement will be give consideration.  Failure to submit properly completed documents by the closing date of this announcement will result in your application being rejected
Applicants MUST submit a resume, cover letter/letter of interest detailing how their experience and background address the stated minimum and preferred qualifications/competencies of the job and attach to the online application.  Applications left blank or marked "See Resume" will not be accepted.
Complete Applications must include the following documents:

  • A complete online application.
  • A cover letter with a written narrative.The written narrative should describe your interest in this position and specifically how your education, abilities, skills and experience relate to the requirements, responsibilities and competencies listed in the job announcement.
  • A resume (attach to your online application).
  • A complete Supplemental Questionnaire (Submit online as a part of your application).


Position #DAA00615 

Administrative Support Specialist Supplemental Questionnaire
*1.I am a Colorado resident.
 Yes     No
*2.Are you willing to submit to a pre-employment background check, as a condition of hire?
 Yes     No
*3.Briefly describe you work experience coordinating multiple projects.

*4.Briefly describe your experience using Adobe Acrobat.

*5.Briefly describe your experience using Google Docs.

*6.Briefly describe your work experience related to research and fact finding.

* Required Question


HR Contact Information


Additional info

Note:  Current and former employees (transfers, voluntary demotions and reinstatements) if applying are required to participate in the comparative analysis process.
Comparative Analysis:
Colorado Revised Statutes require that state employees hired and promoted through a comparative analysis.  The comparative analysis for this position will include a structured review of your application materials and responses to any supplemental questions.  The comparative analysis process may also consist of Telephone Screening, Oral Assessment, Written Assessment, Online Assessment, etc.  Candidates who most closely meet the job requirements will move through successive stages of the process.
 Conditions of Employment:
A pre-employment criminal background check will be conducted as part of the selection process.
Former employees of the State of Colorado MUST have concluded employment in good standing to be eligible for rehire.

You MUST be a Colorado resident to apply for this position.
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

A standard appeal form is available at: 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.HOW TO APPLY: Thank you for your interest. Submit an on-line application by clicking the link below or submit a State of Colorado Application for Announced Vacancy and all supplemental questions according to the instructions provided below. Failure to submit a complete and timely application may result in the rejection of your application. Applicants are responsible for ensuring that application materials are received by the appropriate Human Resources office before the closing date and time listed above.

METHODS OF APPOINTMENT: Appointment to the vacancy or vacancies represented by this announcement is expected to be from the eligible list created. However, at the discretion of the appointing authority, the position(s) may be filled by another method of appointment for a valid articulated business reason.

Masters Degree in a Program of Library and Information Science

Not specified

Salary Wage Calculator $3,458.00 to $3,593.00 per month

Hours per week







Paid Sick
Vacation/Holiday Leave

Date Posted

November 16th, 2017

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