Job Information
State of Colorado Elections Compliance Specialist (Hybrid) in Denver Metro, Colorado
Elections Compliance Specialist (Hybrid)
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Elections Compliance Specialist (Hybrid)
Salary
$58,000.00 - $68,000.00 Annually
Location
Denver Metro, CO
Job Type
Full Time
Job Number
VAA00100 - 06/24
Department
Department of State
Division
Elections Division
Opening Date
06/12/2024
Closing Date
6/26/2024 11:59 PM Mountain
FLSA
Determined by Position
Type of Announcement
This position is open only to Colorado state residents.
Primary Physical Work Address
1700 Broadway Suite 550 Denver, CO 80290
FLSA Status
Non-Exempt; position is eligible for overtime compensation.
Department Contact Information
terry.e.green@coloradosos.gov 303.894.2200
How To Apply
Please submit an online application for this position at https://www.governmentjobs.com/careers/colorado. Reach out to the Department Contact to apply using a paper application, including any supplemental questions. 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.
Description
Benefits
Department Information
THIS ANNOUNCEMENT WILL REMAIN OPEN FOR THE SPECIFIED TIME AND IS OPEN ONLY TO CURRENT RESIDENTS OF COLORADO
Posting will close on June 26, 2024 at 11:59 PM.
INNOVATE. SERVE. BALANCE. IMPROVE. THRIVE.
Are you looking for a career that allows you to improve your world and the world around you? The Colorado Department of State (CDOS) is seeking diverse individuals from all backgrounds to apply for a position that makes a direct impact on enhancing the lives of Coloradans.
If your goal is to build a career that makes a difference through the work you do each day, consider joining the dedicated employees of the Colorado Department of State. Whether working from your home or collaborating onsite, your professional experience will be connected and meaningful. Our office offers an RTD Eco-pass (currently free of charge) and is conveniently located near Civic Center Station, RTD light-rail lines, and the 16th Street Mall. In addition to a great location and fulfilling, impactful work, we offer:
Employee wellness programs and an on-site fitness center
12 paid holidays per year plus generous personal time off and sick leave
Access to a diverse array of technical, leadership and supervisory training opportunities
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
Automatic short-term (and optional long-term) disability coverage
Excellent work-life balance through flex schedules, flexplace/remote work, and ad-hoc arrangements
Some positions may qualify for the Public Service Loan Forgiveness Program. For more information, go to: https://studentaid.gov/manage-loans/forgiveness-cancellation
Important Note - this position:
will have the option to work at the office location on certain days and remotely on other days, as part of a hybrid flexible work arrangement.
offers excellent work-life balance through flex schedules, flexplace/remote work, and ad-hoc arrangements.
Our Culture & Environment:
Coloradans come from all walks of life and so do we.
Who We Are
Our mission is to make government easy and accessible for people to further democracy, support economic opportunity for all Coloradans, and demonstrate a standard of integrity and excellence. Our vision is to ensure all Coloradans have a voice in our future, help Coloradans and their businesses thrive, and be the best at what we do.
What We Believe
The State of Colorado is an equal opportunity employer. At the Colorado Department of State, we are dedicated to equity, diversity, and inclusion. We are committed to building work environments that are inclusive and reflect our communities and the diverse talents of all people. We highly encourage people from all backgrounds, identities, and abilities to apply.
Our agency website: Colorado Secretary of State's Office (https://www.coloradosos.gov/)
Description of Job
Elections Division
The Elections Division supports the Secretary of State, as the state’s chief election official, by administering and supervising statutory and constitutional provisions that relate directly or indirectly to the conduct of Colorado elections. These include certifying content to the ballot, publishing the abstract of vote totals, as well as overseeing the verification of petitions for ballot issues, campaign finance filings and enforcement, lobbyist filings and enforcement, voting equipment certifications, requirements of the National Voter Registration Act and the Help America Vote Act, and maintaining the statewide voter registration system.
As the Elections Compliance Specialist, you will be a valued member of the Elections Division. The Elections Division continues to be recognized as a leader, both in Colorado and nationally, in administering and supervising local, state, and federal elections. In this position, you will experience working within a high-functioning professional team.
The ideal candidate will be a critical and creative thinker with strong problem-solving skills. To succeed in this role, it is important that you have outstanding written, verbal, and interpersonal skills.
Illustration of some key duties:
Review County Election Reimbursement – You will review supporting documentation, including receipts, invoices, payroll documentation, and written explanations from all 64 counties for costs associated with an election to determine eligibility, allocability, accuracy, and completeness to support the amounts being requested for reimbursement; verify that each cost is eligible under Election Rule, and applicable to the election being reimbursed; communicate with counties to resolve any discrepancies in documentation; establish and maintain a policy and procedure for reviewing county reimbursement requests; ensure that documentation provided by the counties complies with auditing standards; maintain all required documentation for future auditing needs and/or inquiries; be responsible for working with Finance on any budgeting needs or inquiries from State Auditors; assist counties in preparing county reimbursements for approval and payment processing by Finance.
Coordinate Payment of Elections Division Expenses Using Purchasing Card & Amazon Account – You will be responsible for the coordination of purchases for the Division; be responsible for maintaining receipts and pre-purchase approvals for all purchases made; ensure that all purchases fall within State and Department procurement guidelines, policies, and procedures prior to completing each transaction; ensure that documentation provided complies with auditing standards; oversee compliance with budget requirements as directed by the Deputy Director of Elections; recommend adjustments to purchasing to stay withing budget guidelines; maintain all required documentation for future auditing needs and/or inquiries.
Coordinate Submission of Official Functions Forms for the Elections Division – You will work with programs in the Division to research, prepare, and submit official functions forms for approval, inclusive of working to get locations, caterers, or any other needs for the official function; ensure that all associated costs on official function forms are in compliance with state fiscal rules and auditing standards; oversee compliance with budget requirements as directed by the Deputy Director of Elections; recommend adjustments to purchasing to stay withing budget guidelines; maintain all required documentation for future auditing needs and/or inquiries; assist with coordinating delivery and setup of catering as needed.
Book Travel for Elections Director and Deputy Director – You will prepare out of state authorizations, travel reimbursements, pay registration fees, and work to reserve hotels and airfare for the Elections Director and Deputy Director; collect receipts from the Director and Deputy Director to prepare their travel reimbursement, after the completion of all trips; work with vendors to resolve any receipt discrepancies that may arise; maintain all required documentation for future auditing needs and/or inquiries.
Backup for Legal Admin– You will serve as backup for legal admin position; assist with the phone queue, responding to public emails, processing mail, and processing voter registration forms and cancelations.
Professional Development & EDI (Equity, Diversity, & Inclusion) – You will maintain membership with relevant professional associations; seek professional development opportunities to stay updated with the latest advancements in auditing, as well as other opportunities that will advance your knowledge for the completion of duties of the position; complete all assigned and required professional development and training opportunities; participate in Department level collaborations; obtain and maintain election official certification and complete continuing education courses as needed; attend and participate in EDI trainings, initiatives, and discussions.
Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights
A Human Resources Specialist 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. Include any relevant unpaid work, trainings, or certifications, as these may apply toward minimum qualifications. Work experience and qualifications must be specifically documented on your online application, as experience will not be assumed or inferred. Do not use "see resume" or "see attached" statements on your application. Resumes WILL NOT be reviewed for minimum qualification screening. Cover letters and resumes WILL NOT be accepted in lieu of the official State of Colorado online application but may be attached. Part-time experience will be pro-rated. Applicants must meet the minimum qualifications to continue in the selection process for this position. If it is determined that you meet the minimum qualifications, your application may also be used as part of the comparative analysis process to identify a top group for further consideration.
A wide salary range is posted for this position and any job offer is based upon a salary analysis to comply with the Colorado Equal Pay for Equal Work Act. The salary analysis considers relevant experience, education, certifications, and state seniority as compared to others doing substantially similar work. While all offers are compliant with the Colorado Equal Pay for Equal Work Act, there is no guarantee an offer will be at the top of the posted range based on the salary analysis.
This position requires a total offive (5)years of relevant professional experience and/or education in a field of study related to the work. To be considered for this position, your application must clearly demonstrate that youmeet one of the following options outlined below:
OPTION 1 – Experience
Five years of professional experience auditing financial documents, purchasing, and compliance with laws and rules.
OR
OPTION 2 –Experience and/or Education combined – Be sure you’ve attached a copy of your unofficial transcript to qualify for this option.
Successful relevant course work from an accredited college or university in Business Administration, Public Administration, Management, Communications, Project Management, Political Science, Law, Accounting, Auditing, Finance, Bookkeeping, or a closely related field.
PLUS
any remaining years of professional experience auditing financial documents, purchasing, and compliance with laws and rulesto equal a total of 5 years between education and experience combined.
Current, valid CIA (Certified Internal Auditor) certificate will meet the minimum requirements for this position.
An unofficial copy of transcripts must be submitted at the time of the application, if applicable.
REQUIRED COMPETENCIES:
Organizational Skills - Ability to manage time effectively, prioritize tasks, manage multiple tasks and deadlines efficiently, and maintain detailed and accurate records.
Technical Knowledge - Understanding of auditing standards and procedures; knowledge of statute and rule that govern transactions; ability to use specialized software relevant to the program.
Communication Skills - Strong written and verbal communication with the ability to interact professionally with colleagues, clients, and stakeholders; ability to explain complex financial information clearly and concisely at an understandable level based on the audience.
Attention to Detail- Precision in reviewing financial documents and records with the ability to spot errors or inconsistencies; thoroughness in verifying the accuracy of financial information.
Administrative Skills - Scheduling and coordinating meetings, events, and travel arrangements; managing correspondence and filing systems to remain compliant with retention laws.
Technological Proficiency - Proficiency in using spreadsheets and other data analysis software; staying updated with technological advancements in auditing.
Flexibility & Adaptability - Ability to adjust to new tasks and changes in the work environment, as well as changing regulations and standards; open to continuous learning; flexibility in handling various scenarios and client needs.
Confidentiality, Ethical Judgement, & Integrity - Ability to maintain confidentiality and handle sensitive information with discretion; maintain a high level of professionalism and adhere to ethical standards and principles; strong sense of integrity and honesty in all professional dealings.
Critical Thinking Skills - Ability to evaluate financial information and make sound judgments; questioning and verifying information rather than accepting it at face value; applying logical reasoning to assess reimbursement requests.
Committed to Advancing a Diverse & Inclusive Perspective - Open to and values new views and opinions and is ready to seek them out and bring down barriers that may be keeping these diverse perspectives out of the program or initiative.
Policy & Procedure Development - Understanding of organizational mission, goals, and existing policies; ability to align new policies and procedures with organizational objectives and remain compliant with Department policies, State statute and rule.
Interpersonal Skills/Customer Service Orientation - Build and maintain positive relationships with team members and external partners; collaborate effectively within a team setting; provide excellent support to program participants and stakeholders; address inquiries and resolve issues promptly and courteously.
PREFERRED QUALIFICATIONS:
Preference will be given to those candidates with previous State Service related to the work assigned to the position.
Experience with office management tasks such as scheduling, correspondence, data entry, and file management.
Experience in coordinating meetings, events, managing logistics, and scheduling travel arrangements.
Experience in handling inquiries, resolving issues, and interacting professionally with stakeholders.
Experience with policy and procedure development.
Current, valid CIA certificate.
Experience performing financial auditing for organizations.
Demonstrated analytical and research skills in financial field.
Excellent interpersonal skills.
Ability to maintain professionalism and diplomacy when interacting with a variety of stakeholders.
CONDITIONS OF EMPLOYMENT:
Travel may be required for professional development opportunities or as requested by management for the completion of duties.
Position will need to obtain and maintain election official certification.
This position will be required to successfully pass a background check.
Must be a Colorado resident at the time of application.
APPEAL RIGHTS:
If you receive notice that you have been eliminated from consideration for this position, you may file an appeal with the State Personnel Board or request a review by the State Personnel Director.
An appeal or review must be submitted on the official appeal form, signed by you or your representative. This form must be delivered to the State Personnel Board by email (dpa_state.personnelboard@state.co.us), postmarked in US Mail or hand delivered (1525 Sherman Street, 4th Floor, Denver CO 80203), or faxed (303.866.5038) within ten (10) calendar days from your receipt of notice or acknowledgement of the department’s action.
For more information about the appeals process, the official appeal form, and how to deliver it to the State Personnel Board; go to spb.colorado.gov; contact the State Personnel Board for assistance at (303) 866-3300; or 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 under Rules.
Supplemental Information
Notifications
All correspondence regarding your status in the selection/evaluation process will be via email. Include your current working email address on your application and check your email frequently as you could receive time sensitive correspondence regarding this position. We highly recommend that you set up your email to accept messages from “coloradosos.gov” andinfo@governmentjobs.comaddresses. It’s your responsibility to ensure that your email will accept these notices and review your junk mail and spam filtered email.
A Human Resources Specialist will only review the “Work Experience” and “Education” sections of the online job application to determine whether you meet the qualifications for this position.
Cover letters and resumes will NOT be accepted in lieu of the official State of Colorado application form.
Cover letters and resumes may be attached to the application as supplemental information.
The minimum qualifications listed in the announcement are NOT optional.
To move forward in the hiring process, you must document that you meet the minimum qualifications on the online State of Colorado application form.
Do not use “see resume” or “see attached” in the State of Colorado online application.
Comparative Analysis
The comparative analysis process is used to identify candidates that will move forward in the selection process.
The comparative analysis may consist of application reviews, phone screens, structured interviews, and any other method determined to be valuable in identifying the right candidate.
Completing the Application
It is very important that you fill out the application completely and give a detailed description of your education and work experience. Failure to do so may result in rejection of your application during the minimum qualification review or subsequent comparative analysis. Your application should address the education, experience, required competencies and preferred qualifications. Ensure that you have included all required attachments, including your transcript if applicable.
FAILURE TO FULLY DOCUMENT YOUR EXPERIENCE OR EXCLUDING INFORMATION REQUIRED IN THE APPLICATION MAY RESULT IN YOUR APPLICATION BEING REJECTED.
ADAAA Accommodations and Equal Opportunity Employment
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 Department of State 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, Laura Darby, atLaura.S.Darby@coloradosos.govor call (303) 894-2200 ext 6113 or Kathryn Mikeworth, atKathryn.Mikeworth@coloradosos.gov (Kathry.Mikeworth@sos.state.co.us) or call (303) 894-2200 ext 6312.
E-verify
The Department of State participates in E-Verify in accordance with the program’s Right to Work for all newly-hired employees. Employees are queried through the electronic system established by the Department of Homeland Security (DHS) and the Social Security Administration (SSA) to verify identity and employment eligibility. You may complete section 1 of the I-9 form upon your acceptance of a job offer letter, but no later than your first day of employment and in addition, on your first day, but no later than the third day, you will be required to submit original documents to verify your eligibility to work in the U.S. Learn more about E-Verify, including your rights and responsibilities athttp://dhs.gov/e-verify.
The State of Colorado offers permanent employees a variety of benefits including medical, dental, life and disability insurance, as well as a comprehensive leave program. Please click the following link for detailed information: www.colorado.gov/pacific/dhr/benefits
Please note that each agency's contact information is different; therefore, we encourage all applicants to view the full, official job announcement which includes contact information and class title. Select the job you wish to view, then click on the "Print" icon.
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