Meetings, Events, and Operations Coordinator

Colorado Department of StateTHIS ANNOUNCEMENT WILL REMAIN OPEN UNTIL SEPTEMBER 27, 2024, AT 11:59 PM, MST. THE POSITION IS OPEN TO CURRENT RESIDENTS OF COLORADO ONLY.INNOVATE- SERVE-BALANCE- IMPROVE-THRIVEAre 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• Some positions may qualify for the Public Service Loan Forgiveness Program. For more information, go to: https://studentaid.gov/manage-loans/forgiveness-cancellationImportant Note - this position:• Will have the option to work a hybrid work schedule with a combination of in-office workdays and remote work.• Is a full-time position, Monday-Friday, and sometimes requires long hours and weekend work.Our Culture & Environment:Coloradans come from all walks of life and so do we.Who We AreOur 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 BelieveThe 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 OfficeDescription of Job:As the Meetings, Events, and Operations Coordinator you will be a valued member of the Executive unit, which provides direct support to the Office of the Secretary of State. You will be a part of a department that continues to be recognized as a leader, both in Colorado and nationally. In this position, you will experience working within a high-functioning professional team to coordinate meetings and events, provide in-person event support, maintain stakeholder engagement and provide support to the Executive team.The ideal candidate will display strong interpersonal skills, with the ability to coordinate and liaise with a diverse array of stakeholders. To succeed in this role, it's important that you are able to determine practical solutions in a fast-paced environment, handle multiple short and long-term tasks simultaneously, and are committed to promoting a diverse and inclusive perspective in your daily work.Illustration of some key duties:Meetings and Events Coordination:• Directly assist the Deputy Secretary of State, Chief of Staff, and Deputy Chief of Staff in planning for meetings and events. This includes the identification and prioritization of events for attendance from executive unit staff, working through logistical and security details for events, etc.• Anticipate and prepare for the executive unit’s event needs in advance and solve problems when unforeseen issues arise regarding the team’s participation in meetings and events with external parties.• Develop detailed event schedules, including travel, setup, event duration and breakdown, and disseminate to all impacted parties.• Create and revise office procedures to ensure proper communication for event planning, day-of event timing, security arrangements, and last-minute or day-of changes to any external event that may inform or adjust the executive unit’s participation in that event.• Ensure that accommodations meet the needs of all event attendees, including accessibility requirements.In-Person Meeting/Event Support & Public Engagement:• Attend events and meetings with the Secretary of State to provide in-person support, coordinating with event staff in advance to obtain all necessary information for the Secretary’s attendance and participation in that event. Follow up with all internal staff to ensure all parties are aware of their roles in the event.• Act as a representative of the Department and the Secretary while at prominent events, displaying appropriate professional decorum, and acting as an ambassador to the Department to external partners.• Manage, execute and track follow-up communication with stakeholders engaged at meetings and events.• Respond to general administration mail and e-mail inquiries before and after meetings and events.Executive Unit Scheduling for Meetings & Events:• Field event requests from external stakeholders, obtaining event details, and working with other staff to determine which events to prioritize and how to fit them into busy schedules.• Identify key participants and stakeholders, using scheduling tools to check their availability and coordinating with other Department staff to maintain accurate and up-to-date calendars for Executive team leadership.• Ensure proper coordination between office scheduling operations and security needs in collaboration with Colorado State Patrol and other security and law enforcement personnel.• Assist the Division with meeting relevant community engagement goals outlined in the Department's strategic plan through event planning and community meetings.Execute Statutory Administrative Functions:• Serve as the records liaison and primary contact with State Archives.• Manage the process for accepting signed bills from the Governor's office, including maintaining a log and filing documents properly.• Provide support for the Department's Rulemaking and Campaign Finance hearing processes.• Compile and calculate the estimated unit operating expenses for the annual budget request.• Complete and verify travel reimbursement documents, official functions forms, and other documents for the Secretary of State and Deputy Secretary of State.• Provide support for the Administrative team’s compliance with relevant ADA accessibility laws.Residency Requirement:This posting is only open to residents of the State of Colorado at the time of application submission.Class Code & Classification Description:H1Q3XXLiaison IIIMINIMUM REQUIREMENTS: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. Include any relevant unpaid work, trainings, or certifications, as these may apply toward minimum qualifications. Resumes WILL NOT be reviewed for minimum qualification screening. Part-time experience will be pro-rated. 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.This position requires a total of six (6) years of applicable 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 you meet one of the following options outlined below:OPTION 1 – ExperienceSix years of professional work experience to include managing, coordinating or planning events and/or meetings on behalf of an office, organization or principal (such as an agency of government, an elected official, a candidate for elected office, a senior-level executive, or a department director), staffing officials or principals at public-facing meetings and/or events, and executing engagement activities with external stakeholders.OROPTION 2 – Experience and/or Education combined – be sure you’ve attached a copy of your unofficial transcript to qualify for this option.Graduation from an accredited college or university with a bachelor’s or master’s degree in Political Science, Public Administration, Public Relations, Communications, Social Work, or related field.PLUSAny remaining years of professional work experience to include managing, coordinating or planning events and/or meetings on behalf of an office, organization or principal (such as an agency of government, an elected official, a candidate for elected office, a senior-level executive, or a department director), staffing officials or principals at public-facing meetings and/or events, and executing engagement activities with external stakeholders.An unofficial copy of transcripts must be submitted at the time of application, if applicable. If additional application materials are requested or required of an applicant at the time of initial application, the applicant may redact information that identifies their age, date of birth, or dates of attendance at or graduation from an educational institution.Education may substitute for the professional experience on a year-for-year basis. (24 relevant and passing credit hours is equal to one year).Preferred Qualifications:• Preference will be given to those candidates with previous State Service related to the work assigned to the position.• Proven ability to handle confidential information with discretion.• Experience working with an elected official or senior-level government official.• Experience planning events with multiple external stakeholders.Required Competencies:• Strong decision-making capabilities and ability to exercise independent judgment.• Excellent attention to detail.• Ability to work both collaboratively and independently in a high-pressure environment.• Strong interpersonal skills and the ability to build relationships and work with a diverse array of internal and external stakeholders.• Organization and prioritization skills.• Strong communication skills.CONDITIONS OF EMPLOYMENT:• This position will be required to successfully pass a background check.• This position requires some travel to fulfill the duties of the position, for professional development, or as requested by supervisor to assist with other duties for the unit.• When completing your application package, ensure you have submitted your transcript (if applicable).• Must be a Colorado resident at the time of application.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.Appeal Rights: (Updated)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.NotificationsAll 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” and info@governmentjobs.com addresses. 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 ApplicationIt 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 DOCUMENT YOUR EXPERIENCE OR EXCLUDING INFORMATION REQUIRED IN THE APPLICATION MAY RESULT IN YOUR APPLICATION BEING REJECTED.ADAAA Accommodations and Equal Opportunity EmploymentThe 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, at Laura.S.Darby@coloradosos.gov or call (303) 894-2200 ext 6113 or Kathryn Mikeworth, at Kathryn.Mikeworth@coloradosos.gov or call (303) 894-2200 ext 6312.E-verifyThe 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 at http://dhs.gov/e-verify .