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State of Colorado · 4 days ago

CDA-Animal Health Administrative Assistant (Administrative Assistant II).

Broomfield County, CO

Full-time

Onsite

Entry Level

$19.16/hr - $22.99/hr

2+ years exp

The State of Colorado's Department of Agriculture is focused on enhancing the agricultural sector in Colorado. They are seeking an Animal Health Administrative Assistant to provide high-level administrative support to the Animal Health and Disease Control Programs, ensuring efficient operations and customer service.

AssociationHealth CareNon Profit

No H1B

Responsibilities

Providing quality customer service via phone and email. Serves as the primary office point of contact, directing incoming calls to the appropriate division personnel, providing guidance on livestock entry requirements, and issuing permits

Manages and updates the division’s voicemail weekly to accurately reflect the Veterinarian on-call rotation and announce other necessary operational changes

Processing health certificates/Certificate of Veterinary Inspections (CVI), which involves processing electronic CVIs in the division's database, assessing compliance, and scanning and entering the paper health certificates

Assists the Program Coordinator with the organization and execution of divisional meetings and functions

Filing and completing appropriate paperwork

Processing mail when in the office

Supports the Program Coordinator in maintaining office supply inventory

Providing import requirements to callers

Determining if a permit is required based on the online import requirements

If a permit is required, issuing that permit through our database CoreOne by obtaining all necessary information from the caller

If the caller has further questions, the position transfers the call to the proper staff member to answer their questions

If the position notices inconsistencies in the import requirements or recurring questions that cannot be answered regarding the import requirements, they bring this to their supervisor’s attention for further assessment

Determining if another division, department, or agency, is better suited to provide assistance to the caller. This requires the position to have knowledge of the proper department, division, or external agency (i.e. PACFA, BAP or USDA) to further assist

Responsible for processing mail when in the office

This position will open, sort and scan mailed health certificates

This position assists the admin data specialist positions in processing electronic health certificates in our database. Part of this processing can include determining completeness and accuracy based on the necessary criteria for each species listed on the certificate

This position will contact the issuing veterinarian to obtain any missing information and clarify any questions about the health certificate

This position is responsible for processing digital CVIs

Electronic CVIs require processing from CVICentral to the division’s CoreOne database. This position will serve a tertiary data processing role to the two admin data specialist positions

If any CVIs have incomplete information, this position will contact the issuing veterinarian to obtain the missing information. The file will be edited to include all necessary information

If there are problems obtaining missing information, this position will work with Data Specialist position 013 or the Program Veterinarian for follow up

This position will work with the program coordinator and other admin team members to determine other priorities for data entry. These may vary depending on time of year, current events or incidents, CORA requests, among others

This position is responsible for maintaining and updating the on-call veterinarian schedule on the division’s calendar

As the primary phone position, this position is responsible for updating all after hours messages with current vet on call information as well managing phones for division meetings and holidays

This position will assist with any other administrative office duties as assigned on an as needed basis

Qualification

Administrative SupportCustomer ServiceComputer ApplicationsCommunication SkillsInterpersonal Skills

Required

Two (2) years of experience as administrative support in an office setting

A combination of education and experience as administrative support equal to two (2) years of experience

Knowledge of the Administrative Support practices

Knowledge of computer applications (Word, Excel, Google) and databases

Knowledge and Experience in customer service roles

Professional interpersonal relationship skills

Excellent customer service skills, in person and over the phone

Excellent communication skills; able to communicate effectively and articulately in writing and orally with diverse communities in all corners of the state

Must be a resident of the state of Colorado at the time of application

Preferred

Relevant experience working for the State of Colorado

Benefits

Strong, secure, yet flexible retirement benefits including a PERA Defined Benefit Plan or PERA Defined Contribution Plan plus optional 401(k) and 457 plans (www.copera.org)

Medical and dental health plans ( https://stateofcoloradobenefits.com/ )

Employer supplemented Health Savings Account ($60 per month)

Paid life insurance, plus additional optional life insurance options

Paid Short Term Disability and optional Long Term Disability coverage

11 paid holidays per year plus generous vacation and sick leave accruals

BenefitHub state employee discount program

Employee Wellness program State of Health

Excellent work-life programs, such as flexible schedules, remote work opportunities, free parking, professional development and more!