Administrative Assistant

About the Work Unit:

This work unit exists to support the State’s x-ray and mammography compliance and certification activities. The unit works to ensure the safe and acceptable functioning of such facilities, machines and registrants. Owners of radiation machines are required by regulations to register with this unit. Radiation machines are used in healing arts, research, educational and industrial applications. The functions of this work unit include: x-ray facility registration, certification of radiation machines, registration of x-ray machine operators, Qualified Inspectors and service companies, and selling machine certification labels to Qualified Inspectors. The unit performs compliance investigations and enforcement activities based on state and federal regulations. Staff inspectors conduct investigations of complaints within the state and federal regulation’s authorities. Unit staff perform routine facility inspections. Unit staff provide technical assistance to registrants, outreach and training.

What You'll Be Doing:

* Provides administrative support to x-ray unit.

* Determines what information needs to be communicated to other division staff who may also be involved in other aspects of data system reporting, such as invoicing, to ensure new accounts are reported accurately pertaining to the status of x-ray machines, both active and inactive.

* Documents registrants eligibility status by reviewing information and evaluating when individuals meet regulatory and program requirements.

* Evaluates the quality of incoming data and independently decides if further follow up is needed.

* Performs follow up on pending tasks.

* Monitors and completes certification label sales.

* Provides guidance/training to administrative staff regarding unit processes.

* Performs work that involves multiple steps in a complex process, each step must be performed correctly or could result in inaccurate information.

Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights

Minimum Qualifications:

Two (2) years of general clerical experience within a medical field or other technical support.

This experience must be substantiated within the work history section of your application. The words, "See Resume" will not be accepted. In addition, part-time work will be pro-rated.

Substitutions:

College, university, or non-correspondence business school course work may substitute on a year-for-year basis for the general experience.

Preferred Qualifications:

• Outstanding skills and abilities in verbal and written communications; ability to adapt a style to fit diverse audiences of varying technical levels, and at various levels within an organization, in groups and individual settings;
• Experience with Google mail;
• Experience working with databases;
• Detail orientated;
• Outgoing personality, credibility and confidence; strong interpersonal skills; demonstrated proficiency working collaboratively with internal teams, technical and community partners, and diverse public stakeholders;
• Ability to identify and resolve problems in a timely manner; Gathers and analyzes information skillfully;
• Excellent organizational skills; the ability to set, track, and accomplish priorities, goals, and timetables to achieve maximum productivity, knowing the status of activities at all times;
• Critical thinking; ability and motivation to develop creative solutions to complex, interpersonal, process, and systemic challenges;
• Initiative & self-management; the passion and ability to dive into the work and accomplish tasks within established timeframes;
• Self-efficacy, flexibility and adaptability; high tolerance for ambiguity and ability to perform research to identify appropriate courses of action;
• Demonstrated ability to maintain confidentiality and to exercise tact, discretion, and sound judgment;
• Strong sense of professionalism, including a strong work ethic and reliability.

Conditions of Employment:

• A pre-employment background check will be conducted as part of the selection process. Should your background check reveal any charges and convictions, it is your responsibility to provide the Colorado Department of Public Health and Environment Human Resources office with an official disposition of any charges.

Supplemental Information

A complete application packet must include:

1. A completed State of Colorado application.
2. A cover letter that describes your experience providing technical assistance by phone and email. Please include the type of business as well as your responsibility with regards to customer service.