Job Information
State of Colorado PROGRAM ASSISTANT II - Denver - Hybrid in Denver, Colorado
PROGRAM ASSISTANT II - Denver - Hybrid
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PROGRAM ASSISTANT II - Denver - Hybrid
Salary
$57,708.00 - $75,024.00 Annually
Location
Denver, CO
Job Type
Full Time
Job Number
IHA 06663 9/16/24
Department
Colorado Department of Human Services
Division
OCYF - Child Welfare
Opening Date
09/16/2024
Closing Date
9/24/2024 11:59 PM Mountain
FLSA
Determined by Position
Type of Announcement
This position is open only to Colorado state residents.
Primary Physical Work Address
1575 Sherman Street, 2nd Floor, Denver, CO 80203
FLSA Status
Exempt; position is not eligible for overtime compensation.
Department Contact Information
araceli.diaz@state.co.us
Salary Note
Although the full salary range for this position is provided, appointments are typically made at or near the range minimum.
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
Questions
Department Information
This position is open to current Colorado residents only.
Remote Work/Hybrid: In office 2 days a week (Wednesday and Thursday) at 1575 Sherman
Please note: These working arrangements are subject to change.
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 Child Welfare (DCW). The Division of Child Welfare (DCW) provides a range of leadership, management and supervisory functions related to the administration of child welfare services to children, youth and families. DCW provides supervision for all child welfare programs in Colorado’s 64 counties, and delivers technical support, monitoring, program improvement, regulatory oversight and other quality assurance functions.
DCW allocates and oversees approximately $450,000,000 in federal and state grants for county programs and operations. DCW develops, analyzes and implements legislative, budgetary and policy initiatives and recommendations related to public child welfare services in Colorado. DCW develops policy, rules and agency administrative directives and procedures to be implemented at the county level. DCW provides program expertise and consultation to counties and researches, advances, and promotes best practices and evidence-informed programs. DCW manages and coordinates State efforts to maximize federal revenues and program requirements, including the Child and Family Services Review and Program Improvement Plan, Title VI-E, IV-B/Annual Progress and Service Report, and the federal reporting systems (AFCARS, NCANDS and Colorado’s automated case management system, TRAILS).
DCW is one of the Divisions within the Office of Children, Youth and Families, which consists of the Divisions of Youth Services, Child Welfare, and Community Programs, Medical Oversight, and the Implementation Science Unit. The Office is under the oversight of the Director of the Office of Children, Youth, and Families, and that position reports directly to the Executive Director of the Department of Human Services.
The work unit related to this position consists of those units within the Division of Child Welfare that provide technical assistance, monitoring, and oversight of statewide county, provider, and grantee practice.
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Description of Job
About the Position:
The position is located in the Division of Child Welfare, Provider Services Provider Development Unit. The Division is responsible for the ongoing implementation of child welfare services in Colorado and supervises county departments of human/social services in the administration of Child Welfare programs, as well as privately operated 24-hour care facilities. The Provider Services Unit exists to license, manage, supervise and provide statewide oversight for privately operated 24-hour childcare facilities and agencies, to include Qualified Residential Treatment Facilities, Residential Child Care Facilities, Secure Residential Treatment Centers, Psychiatric Residential Treatment Centers, Homeless Youth Shelters, Specialized Group Homes and Centers, Child Placement Agencies, Adoption Agencies, Day Treatment Facilities, state contracted facilities and family foster care homes across the State of Colorado. The goals of the unit are to ensure the health, safety and well-being of the youth served in those facilities. The work unit is responsible for comprehensive integrated (Interagency) licensing and monitoring of the 24-hour childcare facilities and to audit and investigate reports/allegations involving licensing violations, facility or agency culpability, and to ensure the safety of children in out-of-home placements.
This position provides program and administrative support to the Provider Development Manager and the staff within the Provider Development Unit.
Primary Job Duties:
Program and Administrative Support. Assists and supports the Provider Development Manager, the State Residential Program Manager, and the staff within the Provider Development Unit in the execution of their duties for each district unit/roles, including but not limited to:
Assisting management by applying precedents
Interpreting and/or explaining program specific policies, processes, and other guidelines
Conducting studies to analyze program issues and/or address management concerns related to program operations
Preparing reports of findings which include solutions.
Analyzing, evaluating, developing, and implementing work processes to achieve program efficiencies and deliver needed services effectively
Organizing and establishing work processes to provide support to management, ensure the delivery of designated services, and implement rules, regulations, policies, and other guidelines as prescribed by management to achieve program objectives
Meeting with and advising clientele to resolve conflicts with and/or interpretations of rules, regulations, policies, and processes
Researching, and reporting technical data on program activities, and preparing responses to program specific questions.
Supports the the Provider Development Manager, the State Residential Program Manager, and the staff within the Provider
Development Unit with implementing, promoting, and maintaining effective and efficient processes and operations for their program services unit.
Manages the calendar and scheduling for the Provider Development Manager and the State Residential Program Manager by recommending and committing to meetings and functions, outlining options, and prioritizing commitments and appointments.
Ensures collaboration and cooperation between the Provider Development Manager, the other Division Unit Managers, the Associate Directors of both Programs and Operations, the Division Director, and the Division's programs and federal, state, or cunty offices with matters related to policy, regulations, and procedures by maintaining resources and to her pertinent information related to the program services units.
Operates independently, using Division of Child Welfare rules, regulations, policy and procedures, as well as directives from the Associate Director of Programs and the Program Services Unit Managers, to provide technical guidance to internal and external stakeholders to generate solutions to problems, or coordinate with program staff for resolution and follow up.
Makes travel arrangements, as requested, for the the Provider Development Manager, the State Residential Program Manager, and the staff within the Provider Development Unit. Processes and submits all personnel, mileage, travel, and budget requests and reimbursements for approval on behalf of the Provider Development Unit Manager. Keeps up to date on state travel policies and procedures.
Provides general technical and administrative support to the Division of Child Welfare including answering phones, faxing, copying, and mail distribution.
Assists with the main phone line for the Child Welfare Division on a rotating basis, including listening to and recording information from clients, county department personnel, stakeholders or other Divisions within the agency.
Assists with mail distribution for the Child Welfare Division on a rotating basis, including getting, sorting, and delivering the mail for the Division.
Provides a high quality of customer service to assist and accommodate the needs of Division staff and external customers.
Processes and submits all invoices for approval on behalf of the Provider Development Manager, the State Residential Program Manager, and the staff within the Provider Development Unit. Keeps up to date on all state policies and procedures related to invoices.
Assists with special event arrangements and follows approval processes for Official functions.
Follows Division/Department clearance process as appropriate to the document being cleared and enter documents into clearance.
Schedules conferences, webinars, and other related meetings for the Provider Development Manager, the State Residential Program Manager, and the staff within the Provider Development Unit as needed.
Serves as the administrative support for assigned committees and task groups, including but not limited to, assisting with creating agendas, takes minutes, etc.
Researches various program or staffing topics and provides findings and recommendations to the unit manager/s. Translates program unit specific project ideas into policies to support the goals of the Program Work Units.
Conducts research and compiles information related to various Program Services Unit projects or policies, and provides findings and recommendations to the Placement Services Unit Manager and the State Residential Program Manager, for review by the Associate Director of Programs. Maintains records and independently creates correspondence, memos, reports, tables, and charts for tracking the processes and outcomes determined by the unit managers and supervisors. Develops and maintains databases, files, and records.
Provides backup assistance to program unit support staff when other program unit support staff are out of the office to ensure workloads are always covered efficiently.
Provides general division administrative support and backup assistance to the Division of Child Welfare Director when the his/her assistant is out of the office. This includes, but is not limited to, copying, printing, routing clearance folders, processing travel requests, and formatting and proofing documents for approval. This Includes copying, printing, routing clearance folders, formatting and proofing documents for approval.
Project Management.
Coordinates the planning and implementation of projects, including legislative items during session, assigned to the Provider Development Unit Manager by the Provider Services Manager, Associate Director of Programs, the Division Director, the OCYF leadership team, the Department’s leadership team, and/or other stakeholders.
Coordinates the planning and implementation of projects assigned to the State Residential Program Manager by the Provider Development Manager, the Provider Services Manager, Associate Director of Programs, the Division Director, the OCYF leadership team, the Department’s leadership team, and/or other stakeholders.
Develops and regularly updates work plans that track the key deliverables of each project.
Develops strong working relationships with internal and external stakeholders whose participation and expertise are necessary to successfully plan and execute the objectives of the projects.
Informs the Provider Development Manager and the State Residential Program Manager of potential problems internally or externally; provides the Provider Development Manager and the State Residential Program Manager with updates and recommendations for successful resolution to any challenges that impede the progress of each project.
Regularly provides data, information, and recommendations to the Provider Development Manager and the State Residential Program Manager regarding the progress of each project to ensure optimal effectiveness and efficiency in the project’s development, goals, implementation, and outcomes.
During session, and as otherwise requested, works with the Provider Development Manager and the State Residential Program Manager to process and track legislative documents related to policy impacts and other requests from legislators that are specific to the unit’s program areas.
Files documents in appropriate locations (paper and electronic).
Updates bill log and provides to Provider Development Manager and the Provider Development Work Unit.
Prepares files for Provider Development Manager and the Provider Development Work Unit for legislative update meetings.
Creates and maintains a process for the legislative support tasks.
Other Duties as Assigned
Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights
Minimum Qualifications:
Experience Only:
Five (5) years of relevant experience in an occupation related to the work assigned to this position.
OR
Education and Experience:
A combination of related education and/or relevant experience in an occupation related to the work assigned equal to five (5) years
Preferred Job Competencies - Experience with Google Products, Microsoft Office products and Calendar management.
Conditions of Employment:
Standard Background. ALL CDHS employees (non-direct contact): CBI name check, ICON Colorado court database, Medicare fraud database, Reference checks, Professional License verification (licensure requirements), and drug screen (commercial Driver’s license).
Must possess a valid, unrestricted U.S. Driver's License
Travel: As Needed for work.
Requires the ability to work with the difficult, sensitive, adult content involved in child fatality, near fatality, and egregious incidents.
Former State employees who were disciplinarily terminated or resigned in lieu of termination must (1) disclose that information on the application (2) provide an explanation why the prior termination or resignation should not disqualify the applicant from the current position, (3) provide the employee number from the applicant’s prior State employment. Absent extraordinary circumstances, prior disciplinary termination or resignation in lieu of termination and failure to provide this information will disqualify the applicant from future State employment with CDHS.
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
How to Apply (https://cdhs.colorado.gov/information-for-job-applicants#how-to-apply)
Need help with your application? Click here.The Assessment Process (https://cdhs.colorado.gov/information-for-job-applicants#assessment-process)
For additional recruiting questions, please contactaraceli.diaz@state.co.us
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 MotivateMe
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 ADAAA Coordinator, Nancy Schmelzer, at cdhs_ada@state.co.us or call 1-800-929-0791.
THE STATE OF COLORADO IS AN EQUAL OPPORTUNITY EMPLOYER
Toll Free Applicant Technical Support (https://cdhs.colorado.gov/information-for-job-applicants#technical-support)
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.
01
If you are a current or former State of Colorado employee, please list your employee number (starts with 997...). Failure to provide this requested information may render your application incomplete, and you may no longer be considered for the position.
02
Former State employees who were disciplinarily terminated or resigned in lieu of termination must disclose the information on the application. In the space below, please provide an explanation as to why the prior termination or resignation should NOT disqualify your application from the current position.
03
The bottom of this job announcement provides links to additional information on how to apply, the assessment process, toll free applicant technical support, and about how the State of Colorado is an equal opportunity employer. Please acknowledge below that you have read the information provided in these links.
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I am unable to access the links with this information on the job posting. (If you select this option, please contact the recruiter, whose information is listed on this announcement, so that they can send this information directly to you.)
04
Are you a Disabled Veteran? if yes, you must upload your DD-214 and Disability Letter with your application.
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05
Your legal name is used in the hiring process for background checks. Did you use your full legal name in your application? If not, please update your information before submitting your application.
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06
Do you currently possess a valid, unrestricted U.S. Driver's License
Yes
No
07
Describe your experience in providing high-level administrative support in a complex and dynamic work environment.
08
Describe your experience managing a heavy workload with multiple high priority tasks simultaneously with competing deadlines.
09
Describe your experience working with confidential information that requires discretion.
10
Describe your experience using strong problem-solving skills, including the capacity to think critically, assess options, and implement effective strategies to resolve issues efficiently.
Required Question
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