Director of Administration
Job Description
**Department Information**
————————–
**This posting is only open to residents of the State of Colorado at the time of submitting your application.****This posting may fill other similar positions in the same class including some permanent regular and term-limited positions.** **About the Colorado Department of Local Affairs**
The Department of Local Affairs (DOLA) serves as the primary interface between the State and local communities. The Department provides financial support to local communities and professional and technical services (including training and technical assistance) to community leaders in the areas of governance, housing, and property tax administration. While all state governments provide such services through various Departmental structures, Colorado’s approach is unique in that these local community services are gathered into one Department of “Local Affairs,” which has a central focus on strengthening Colorado communities and enhancing livability.
**Vision**
The Department of Local Affairs is responsible for strengthening Colorado’s local communities through: accessible, affordable, and secure housing; implementing property tax law; capacity building; strategic training, research, and technical assistance; and funding to localities.
**Mission**
Our mission is to help strengthen Colorado’s communities.
**Why work for the Colorado Department of Local Affairs?**
The work we do matters greatly. It matters to us and it matters to the citizens of the great state of Colorado. We love our communities and are passionate about supporting our communities. We value the diversity that Colorado offers. If your goal is to build a career that makes a difference in communities across the State, consider joining the dedicated people of the Department of Local Affairs.
In addition, we offer a great location and great benefits, which include:
* Medical and dental plans
* Strong, secure, yet flexible retirement plans including PERA Defined Benefit Plan or PERA Defined Contribution Plan (Download PDF reader) plus pre-tax and ROTH 401K, and 457 plans
* Employee wellness programs
* Paid life insurance
* 11 paid holidays per year plus vacation and sick leave
* Short and long-term disability coverage
* RTD Eco Pass to all eligible State employees
* Flexible work schedule options and hybrid work options
* Some positions may qualify for the Public Service Loan Forgiveness Program. For more information go to https://dhr.colorado.gov/dhr-resources/student-loan-forgiveness-programs
* Training opportunities
* Variety of Free discounts on services and products available through the State of Colorado’s Work-Life Employment Discount Program.
**Description of Job**
———————-
**Work Unit:**
This work unit exists in the administrative services section of the Executive Director’s Office. This work unit is responsible for the planning, implementation, and problem resolution of issues associated with operational and administrative aspects of the Department. **Position:**
The Director of Administration maneuvers the daily management and administration for the Department and serves as a member of the Department’s Senior Staff. This position oversees a variety of administrative projects, including the creation and dissemination of Department policies and procedures, compliance with state-wide policies and procedures, management of facilities maintenance, capital construction efforts, fleet management, and OIT initiated projects. In addition, this position will support various special projects meant to improve administration of the Department and represent DOLA in meetings on state-wide projects impacting the Department.
As part of upper management, this position may oversee staff. This position is also the department’s primary liaison with the Governor’s Office of Federal Funds and Strategic Initiatives (formerly the Governor’s Office of Economic Recovery), whose work is to ensure the transformative investments of the Colorado Recovery Plan and the American Rescue Plan Act (“ARPA”) are implemented effectively in addition to the strategic effort to maximize the opportunities of the Bipartisan Infrastructure Bill (“BIL” or “IIJA”) and the Inflation Reduction Act (“IRA”). **Duties:****Administrative Management*** Manages the daily administrative needs of the Department, including:
+ Set and obtain administrative goals for the Department by initiation, collaboration, communication, transformation, execution, forecasting and follow-through.
+ Support division directors and staff on administrative needs and communicating administrative changes.
+ Advise DOLA leadership on daily administrative needs and provide administrative updates.
+ Conduct investigative or grievance respondent support when requested by the executive team.
+ Review, recommend and implement administrative and operational improvements.
+ Oversee the general administration and management of the department fleet vehicles.
+ Work closely with the Office of Information Technology and DOLA staff to ensure the technology needs are met.
+ Represent and serve as a delegated signing authority for the Executive Director and Deputy Executive Director, including contracts, travel requests and reimbursement, official functions, and other official documents.
+ Handle legal documents received by the Department, including receipt of subpoenas, litigation holds, lawsuits, and court decisions.
+ Manage CORA requests, in conjunction with the Director of Communications.
+ Coordinate activities and events within the Department.
+ Design and implement the Department’s Continuity of Operations Plan in emergencies and responds and communicates office closures and delays.
+ Secure supplies and services for the Department as needed.
**Policies, Procedures, and Rules*** Responsible for the development and compliance of the Department’s policies, procedures, and regulations including:
+ Support the Director of Human Resources and department appointing authorities to assure overall compliance with applicable state personnel policies and laws.
+ Develop and educate staff on new administrative policies and procedures.
+ Review and update existing policies and procedures to remain relevant and applicable; provide oversight of DOLA policy schedules for annual reviews, advise the appropriate director and the office of primary responsibility (OPR) to ensure relevant, timely information is reviewed and published.
+ Incorporate policy records in the electronic filing system and post the most current version.
+ Assure documents are compliant with accessibility standards and requirements.
+ Interpret and incorporate policies and procedures in ambiguous situations and provide recommendations on the course of action.
**Information Technology and Accessibility*** This position serves as the Department’s primary liaison for information technology projects and portfolio management. Manage the Department’s IT portfolio, including:
+ Monitoring technology debt and working with the department’s assigned OIT Director to prioritize projects according to the annual utilization plan.
+ Oversee the implementation of high priority projects in conjunction with department IT liaisons and program staff.
+ Monitor the monthly OIT rates and services billing to ensure project funds are coded appropriately and within established budgets.
+ With the OIT Director, administer the IT Steering Committee, IT Strategic Planning Committee, and other OIT project workgroups, as needed.
+ Oversee the implementation of the department’s Digital Accessibility Implementation Plan.
**Facilities Maintenance and Capital Construction Oversight*** This position provides high-level direction over the Department’s lease agreements with the Capitol Complex administrator to ensure DOLA’s offices across the state are maintained and working properly. In addition, the position will oversee the renovation plan related to the department’s move to a new facility in 2026. Other specific duties include:
+ Develop and manage the budget for facility maintenance and planning.
+ Ensure facility bills are paid timely.
+ Confirm contracts are timely executed and in place for general maintenance and care of DOLA’s primary facilities.
+ Review design plans and contracts to ensure they meet the needs of the project objective.
+ Ensure capital construction projects are completed on time, within budget, and compliant with all state requirements.
+ Provide final sign-off on capital construction projects once the work has been completed.
**Statewide and Special Project Implementation*** Position will oversee the implementation of various projects impacting all state agencies and department-specific projects as needed, including:
+ Represent the Department on state-wide special projects, including attendance at various agency meetings.
+ Communicate the goals, requirements, and deadlines of state-wide or Department projects to DOLA leadership.
+ Determine the actions needed, including staff, financial resources, or other resources to implement a project successfully.
+ Monitor the project’s overall progress and make any corrections needed for a successful outcome.
**Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights**
———————————————————————————–
**Class Code & Classification Description:**
H1B5XX ADMINISTRATOR V
**MINIMUM QUALIFICATIONS:**
**Experience Only:**
Eight (8) years of professional experience as an executive level administrator, or operations coordinator in a large organization or government department. **OR** **Education and Experience:**
Bachelor’s degree from an accredited institution in Public Administration, Management, Political Science, Public Policy, Business Administration or a related field as determined by the department.
AND
Four (4) years of professional experience as an executive level administrator, a professional administration analyst or specialist providing consultation and expertise to executive teams, or operations coordinator managing strategic initiatives, while advancing the large organization or government department.
OR
Master’s degree from an accredited institution in Public Administration, Management, Political Science, Public Policy, Business Administration or a related field as determined by the department.
AND
Three (3) years of professional experience as an executive level administrator, a professional administration analyst or specialist providing consultation and expertise to executive teams, or operations coordinator managing strategic initiatives, while advancing the large organization or government department.
OR
Doctorate degree from an accredited institution in Public Administration, Management, Political Science, Public Policy, Business Administration or a related field as determined by the department.
AND
Three (3) years of professional experience as an executive level administrator, a professional administration analyst or specialist providing consultation and expertise to executive teams, or operations coordinator managing strategic initiatives, while advancing the large organization or government department.
**Preferred Qualifications:**
* State of Colorado work experience as an administrator.
* Experience working in state or local government.
* Experience developing and maintaining budgets.
* Demonstrated knowledge and experience with strategic planning and implementation
* Experience with policy and guidelines development and implementation
* Excellent problem solving skills
* Ability to work effectively and cooperatively with a variety of stakeholders
* Outstanding verbal and written communication skills
* Knowledge of the executive/legislative decision-making process
**Highly Desired Skills and Competencies:*** Excellent verbal and written communication skills
* Ability to independently problem solve
* Strong attention to detail
* Strong analytical skills
* Strong interpersonal skills
* Ability to present in front of a large audience using Microsoft Powerpoint or other similar software
* Ability to effectively collaborate with internal and external customers and stakeholders
* Ability to adapt communication appropriately for purpose and audience
* Ability to provide clear, concise, and objective responses to complex program questions
* Highly organized, with experience in project or task management
* Competency iGoogle Suite
**Conditions of Employment:**
* You MUST be a Colorado resident to apply for this position.
* Pre-employment criminal background checks will be conducted as part of the selection process.
**Application Checklist:**
Only complete applications submitted by the closing date for this announcement will be given consideration. Failure to submit properly completed documents by the closing date of this announcement will result in your application being rejected.
Applicants may 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. Please address every requirement for the position with your experience in your application.
The application may include the following documents:
**A resume (attach to your online application).**
**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 be 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.
**Supplemental Information**
—————————-
**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 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.*
*DOLA 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 a reasonable accommodation to ensure you have a positive experience applying or interviewing for this position, please direct your inquiries to Joel Ferguson, DOLA ADA Coordinator at* *joel.ferguson@state.co.us**.*
**Email Address:**
All correspondence regarding your status in the selection/examination process will be conducted via email. Include a working email address on your application; one that is checked often as time sensitive correspondence such as exam information or notification will take place via email. Please set up your e-mail to accept messages from “state.co.us” and “info@governmentjobs.com” addresses. It is your responsibility to ensure that your email will accept these notices and/or review your junk mail and spam filtered email.
**Please Note:**
As of July 1, 2023, all DOLA new hires, including transfers of current state employees and reinstatements of former state employees, will be placed on the biweekly pay schedule. This means you will be paid every other Friday for a total of 26 pay periods over the course of a year. Biweekly pay is also lag pay, meaning you will be paid two weeks after the end of each pay period. Please click here for more information about the move to biweekly payroll. **Appeal Rights:**
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 acknowledgment 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.
For questions related to this job posting, please reach out to Joel Ferguson at Joel.Ferguson@state.co.us
