Program Assistant I - DYS Central Office

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　　Program Assistant I - DYS Central Office

　　Salary

　　$26.88 Hourly

　　Location

　　Denver, CO

　　Job Type

　　Full Time

　　Job Number

　　IKA 00098 01/05/2024

　　Department

　　Colorado Department of Human Services

　　Division

　　OCYF (Office of Children, Youth & Families)

　　Opening Date

　　01/23/2024

　　Closing Date

　　2/6/2024 11:59 PM Mountain

　　FLSA

　　Determined by Position

　　Primary Physical Work Address

　　4255 S. Knox Ct., Denver, CO 80236

　　FLSA Status

　　Non-Exempt; position is eligible for overtime compensation.

　　Description

　　Benefits

　　Questions

　　Department Information

　　This position is open only to Colorado state residents.

　　Please note: This recruitment may be used to fill multiple vacancies.

　　Most State of Colorado employees are eligible for a great benefit package! Please see the Supplemental Information section below for details! (https://dhr.colorado.gov/state-employees/state-of-colorado-employee-benefits)

　　About the Division of Youth Services: The Division of Youth Services (DYS) provides a continuum of residential and non-residential services that encompass juvenile detention, assessment, commitment and parole. DYS is the agency statutorily mandated to provide for the care and supervision of youth committed by the District Court to the custody of the Colorado Department of Human Services. The Division operates fifteen secure facilities that serve youth between the ages of 10 and 21, who are pre-adjudicated, sentenced, or committed. For pre-adjudicated youth, the Division is also responsible for the management and oversight of Colorado Youth Detention Continuum programs (SB 91-94); a State-funded, locally administered program that provides services to youth at risk of further progressing into the juvenile justice system. In addition to residential programming, the Division administers juvenile parole services throughout the State.

　　We invite you to explore the DYS website and learn about the services provided to youth, families, and local communities in the State of Colorado at: www.colorado.gov/cdhs/dys

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　　CDHSCareers

　　Description of Job

　　Purpose of the Work Unit:

　　This work unit exists to provide direction, planning, administrative support and administration at the Operations Associate Director level to Division of Youth Services, Director’s Office at the Fort Logan office. The Division of Youth Services provides a continuum of services and programs to assess, treat and control youths placed in its care for delinquent behavior, while ensuring the safety and security of youth, staff and the community according to the laws of the State of Colorado. The Associate Director of Operations’ office administers the units of Office of Staff Development, Data Management and Analysis, Financial Services, Dining Services, Research and Evaluation, Systems Management and Administration and DYS Records.

　　Purpose of the Position:

　　This position exists to provide office management, administrative and technical support to the Operations Associate Director. This position establishes, organizes, and coordinates those processes that support the Operations Associate Director, seven Program Managers, and 22 other associated positions within DYS Operations. This position independently researches, interprets, advises and applies knowledge of internal and external rules, regulations, policies, procedures and guidelines. This position serves as a work leader and is accountable for monitoring progress and workflow, proofreading and scheduling reservations. This position serves as a liaison between the Operations Associate Director’s office and other support agencies such as the business office, supply vendors, DFM, HR, Fleet, and OITS (Office of Information Technology Systems) as well as receiving individuals at the front reception area. This position answers questions, provides information, training and/or advises others on technical issues and resolves discrepancies on interpretation of departmental rules or processes and other technical guidelines. Develops administrative procedures for budget, purchasing, timekeeping, communication systems including telephones and computers, banking and personnel matters. Coordinates and organizes workman’s compensation issues, employee database records, record keeping, special events, retreats, and maintenance of official records. This position is responsible for ensuring that the fiscal practices are adhered to with respect to the Division’s Fiscal Office and are in compliance with Federal, State, and Departmental fiscal policy. Analyze and disperse invoices with proper accounting codes to accounting. Maintains, diagnoses and insures repairs are done on all equipment including computers, faxes, copiers, printers, phone and voicemail systems as needed. Custodian of petty cash fund, completing monthly reconciliation, timely deposits and monthly tracking. Has knowledge of yearly budget, estimates and computes monthly tracking. Files PAF forms to personnel for filling vacancies. Coordinates Kronos timekeeping to insure proper payroll disbursement. Produces monthly timekeeping reports to all staff as needed.

　　Job Duties:

　　Provide training, assistance, and quality assurance to Associate Director staff and vendors for all data collection and information systems as needed.

　　Responsible for the tracking of the operating budget including the receipt and payment of invoices ensuring compliance with State fiscal rules.

　　Manages the database to track expenses.

　　Compiles data for annual budget preparation. Serves as primary contact for accounting personnel; fields complaints and provides information/direction. Plans PCard purchases and account reconciliation. Provides Associate Director with budget reports.

　　Program Assistant to Operations Associate Director.

　　Maintains Operation’s Director’s calendar, scheduling meetings.

　　Reserves conference rooms/refreshments, schedule hotels, travel, etc. for conferences in and out of state.

　　Offers technical advice, administrative assistance, and general office support including reception, telephone, assisting with official correspondence, maintaining all supplies, and Pcard oversight and reconciliation.

　　Monitor, interpret, ensure compliance and evaluate systems and guidelines for procurement needs office wide in accordance with State Fiscal Rules and procurement guidelines for all purchases ranging from office supplies, furniture, office equipment and technical equipment using the CORE purchasing system

　　Serves as primary contact for accounting personnel to field complaints, provide additional information and ensure compliance.

　　Serves as the work lead with the establishment of Associate Director office procedures for a consistent workflow, including but not limited to training, support, mentoring, advising, problem solving, and coordination of daily work activities.

　　Associate Director Office/DYS (Division of Youth Services) primary computer liaison and telephone and cell phone administrator.

　　Timekeeper for Director’s Office.

　　Processes confidential and sensitive inquiries and correspondence, which includes public, parent or provider inquiries and personnel evaluations, corrective and disciplinary actions.

　　Reviews, monitors and reconciles employees time sheets and leave requests

　　Other duties as assigned.

　　Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights

　　The Colorado Constitution, Article XII, Section 13 requires that applicants for state classified government jobs be residents of Colorado.

　　Applicants must meet the minimum qualifications listed below to continue in the selection process for this position. Work experience must be specifically documented on your application. Applications with no work history listed, "see resume" or "see attached" statements on your application will not be accepted in lieu of completion of the official application form. Part-time experience will be pro-rated.

　　Minimum Qualifications:

　　Four years of general clerical experience.**Program Assistant level I experience consists of creating and revising office procedures; writing office procedure manuals; designing forms and processing steps; designing general office record keeping systems; compiling and formatting the content for program materials such as annual reports and newsletters; and accounting for the unit's allotted funds by authorizing (signing) operating expenditures.

　　Substitutions:

　　Appropriate education will substitute for the required experience on a year for year basis.You MUST submit a copy of your transcripts with your application materials if you are substituting education course work for experience.

　　Highly Preferred Competencies:

　　Excellent customer service and interpersonal skills

　　Superb written and oral communications skills

　　Self-directed and motivated work ethic

　　Strong analytical skills

　　Organizational skills and compelling attention to details

　　Must maintain a high level of confidentiality

　　Ability to research and gather data

　　Attention to detail

　　Preferred Qualifications:

　　Ability to multi-task various priorities

　　Advanced proficiency in Microsoft Office (i.e. Word, Excel, Access and PowerPoint)

　　Ability to interpret complex rules, regulations, policies, procedures and guidelines

　　Experience working with confidential information

　　Experience tracking and managing a budget

　　Lived Experience:

　　The Division of Youth Services (DYS) is committed to hiring individuals who are professional and passionate about their desire to help youth. DYS values candidates who have demonstrated perseverance as a special attribute that can help the youth in our care. DYS encourages qualified candidates with "lived experience" to apply. Lived experience comes from the personal knowledge and understanding that many possess by virtue of first-hand experience with mental health, substance abuse, systems involvement and traumatic events. Lived experience brings unique knowledge, insights and perspectives that are invaluable for organizational growth, increased sensitivity to the youth and families we serve, and new ideas and inspiration for improving service delivery.

　　Conditions of Employment:

　　Be a minimum of 21 years of age, with no felony convictions or history of domestic violence

　　Possess and maintain a valid U.S. driver's license

　　May need to travel to attend meetings, run office errands, or transport vehicles to maintenance shop for repair.

　　Pass CBI and FBI background investigations

　　Former State employees who were disciplinarily terminated or resigned in lieu of termination must disclose the information on the application and provide an explanation why the prior termination or resignation should not disqualify the applicant from the current position. Absent extraordinary circumstances, prior disciplinary termination or resignation in lieu of termination will disqualify the applicant from future State employment with CDHS.

　　Included in the background investigation is a current/previous employer check. Your current and previous employers within the last 10 years must be listed on your application even if the job duties are unrelated to those of this position. Incomplete employer information (address, phone, supervisor name) or omission of former employers may result in application disqualification.

　　Continued employment is contingent upon successful completion of the DYS Pre-service Training Academy, Field Training Program (FTO) and mandatory annual training in all subject areas.

　　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 ([email protected]), 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

　　How to Apply (https://cdhs.colorado.gov/information-for-job-applicants#how-to-apply)

　　The Assessment Process

　　For additional recruiting questions, please contact [email protected]

　　About Us:

　　If your goal is to build a career that makes a difference, consider joining the dedicated people of the Colorado Department of Human Services (https://www.colorado.gov/cdhs) (CDHS). Our professionals strive to design and deliver high quality human and health services that improve the safety, independence, and well-being of the people of Colorado. In addition to a great location and rewarding and meaningful work, we offer:

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

　　Medical and dental health plans

　　Employer supplemented Health Savings Account

　　Paid life insurance

　　Short- and long-term disability coverage

　　11 paid holidays per year plus vacation and sick leave

　　BenefitHub state employee discount program

　　Employee Wellness program (https://coloradostateofhealth.com/)

　　Excellent work-life programs, such as flexible schedules, training and more

　　Remote work arrangements for eligible positions

　　*Some positions may qualify for the Public Service Loan Forgiveness Program. For more

　　information, go to https://www.colorado.gov/pacific/dhr/student-loan-forgiveness-programs .

　　Our Values:

　　We believe in a people-first approach: To serve the people of Colorado, we develop a culture and work environment that creates an energized, inspired, and healthy team capable of giving their best to Coloradans .

　　Balance creates quality of life: We want our team to be resilient through a supportive workplace that values flexibility, health and wellness, and employee engagement.

　　We hold ourselves accountable: We take responsibility through our actions, programs, and results for the state of health and human services in Colorado.

　　Transparency matters: We are open and honest with employees, our partners, the Coloradans we serve, and the public.

　　We are ethical: We abide by what is best for those we serve by doing what is right, not what is easy.

　　Collaboration helps us rise together: We work together with all partners, employees, and clients to achieve the best outcomes for Coloradans.

　　We are committed to increasing the diversity of our staff and providing culturally responsive programs and services. Therefore, we encourage responses from people of diverse backgrounds and abilities.

　　ADAA Accommodations: CDHS 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 ADAA Coordinator, Nancy Schmelzer, at [email protected] or call 1-800-929-0791.

　　THE STATE OF COLORADO IS AN EQUAL OPPORTUNITY EMPLOYER (https://cdhs.colorado.gov/information-for-job-applicants#eoe)

　　Toll Free Applicant Technical Support