Job Information
State of Colorado Executive Assistant - PROGRAM ASSISTANT II - Denver - Hybrid in Denver, Colorado
Executive Assistant - PROGRAM ASSISTANT II - Denver - Hybrid
Print (https://www.governmentjobs.com/careers/colorado/jobs/newprint/4494825)
Apply
Executive Assistant - PROGRAM ASSISTANT II - Denver - Hybrid
Salary
$56,028.00 - $72,840.00 Annually
Location
Denver, CO
Job Type
Full Time
Job Number
IHA 02142 5/6/24
Department
Colorado Department of Human Services
Division
OCYF - Child Welfare
Opening Date
05/06/2024
Closing Date
5/20/2024 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.
Opt in below to receive text message updates on CDHS recruiting events!
Description of Job
About the Position:
This position provides executive assistant level support to the Division of Child Welfare Director, Division of Child Welfare Deputy Director, and the work teams under the supervision of the Deputy Director.
Division of Child Welfare Program and Administrative Assistance. Position serves as the Division of Child Welfare’s first point of contact for citizens, legislators, Governor's Office staff, federal, state and county elected officials, and many other stakeholders.
Provides coverage of the Division’s Main Telephone Line.
Serves as the back-up point of contact for all Child Welfare related complaints, which can include the tracking and assignment of complaints, as well as serving as the liaison to the CDHS Client Services Unit with regards to Child Welfare related complaints.
Takes rollover calls for the Director, Deputy Director and/or other leaders as needed.
Has authority to review the emails of the Director, and Deputy Director, and to respond appropriately on their behalf in their absence.
Informs the Director, Deputy Director, and Office Director of potential problems internally or externally; provides Director, Deputy Director and/or Office Director with updates and recommendations for successful resolution.
Has authority to research, resolve, or assign for resolution any issues or complaints received.
Recommends, prioritizes, and commits Director, Deputy Director and/or other leadership for speaking arrangements, functions, meetings, and presentations with private, non-profits, counties, state and federal agencies and other stakeholders or groups regarding various programs and issues.
Identifies and exercises judgment and skill to resolve any issues, problems or questions which arise from such requests.
Schedules and coordinates meetings, prepares agendas, briefing and/or support materials for the Director and Deputy Director’s meetings, presentations and speaking engagements, and interviews for prospective staff.
Makes travel arrangements for the Director and Deputy Director and/or staff supervised by the Deputy Director. Processes and submits all personnel, mileage, travel, and budget requests and reimbursements for approval on behalf of the Director, Deputy Director and other leadership as needed. Keeps up to date on state travel policies and procedures.
As appropriate and needed, serves to support the timekeeping for Director and Deputy Director and any other assigned division staff. Keeps up to date on timekeeping policies and procedures.
Reviews, files, and monitors confidential information.
Reviews clearance/eClearance items for grammar, spelling, and punctuation and works with the author of the clearance item/s to ensure these types of edits are made prior to review of the Director and Deputy Director.
Updates the tracking database/eClearance to ensure receipt and accountability of all clearance items, incoming/outgoing correspondence and requests to ensure timely response.
Makes all purchases and/or special office supply ordering, for Director and Deputy Director and/or other leadership as needed.
Conducts the processing of access for requisitions and budget tracking for Director and Deputy Director.
Creates, revises and implements office policies related to workflow, coverage, correspondence and timeliness.
Coordinates with the Child Welfare Leadership Team regarding priorities and needs of the Director and Deputy Director.
Assists the Director and Deputy Director with personnel recruitment efforts to include, but not limited to, submitting required human resources forms; reviewing applications and making recommendations; and scheduling interviews.
Staffs committee meetings (co)chaired by the Director and Deputy Director, as well as other committee meetings as requested. Prepares agendas and meeting materials; drafts communications to committee members; schedules meetings; secures meeting locations; takes meeting minutes; and onboards new committee members.
As needed, attends Office of Children, Youth, and Families support staff meetings with other Office/Division support staff to keep up with new information and share best practices.
Conducts regular meetings with other program assistants in the Division to communicate relevant information and policies and procedures received from the Office management and/or Division leadership level.
Coordinates schedules with other Child Welfare Leadership Team members to resolve scheduling conflicts in the case of competing priorities.
With consultation with other Department staff, designs general division record keeping system.
Communicates with other Division staff to ensure compliance with rules and regulations.
Determines appropriate process to create, track, and maintain any necessary databases or work plans for Division projects and events.
Conducts other Division of Child Welfare program and administrative assistance duties as assigned.
Division Operations. This position is responsible for the following division related operational roles and responsibilities:
Maintains and monitors various DCW Calendars.
Billing: Tracks, reviews, and monitors a variety of monthly billing invoices on behalf of DCW to ensure accuracy, including, but not limited to, the monthly usage invoice and billing from the Office of Attorney General (AG).
OIT Liaison: DCW computer lease tracking and monitoring, including the ordering of new computers, as well as the renewal and/or replacement of existing computer leases for all Division staff
Wireless Watchdogs Liaison: DCW cell phone tracking and monitoring, including the ordering of new cell phones as well as the renewal and/or replacement of existing cell phone contracts for all Division staff.
Maintains seating assignments and supports floor planning needs at 1575 Sherman Street. Works with other Program Assistants to ensure smooth operations when staff are working from the office individually and in team settings.
Fleet Liaison: DCW Vehicle lease tracking and monitoring, including the necessary maintenance of vehicles leased by DCW, maintaining and monitoring the Google Calendars for each of the vehicles leased by DCW, as well as the replacement/renewal of leases for these vehicles
Serves as secondary 1575 Sherman St., 2nd Floor-OCYF Floor Warden so far as long as the Division is housed at this location.
Conducts other Division Operations duties as assigned.
In-person and on-site is required regularly and no less than one work day per week.
Project Management Support.
Provides various project management support to the Director and/or Deputy Director, including, but not limited to, reviewing and monitoring workplans, processing and tracking policy and fiscal impact documents during the legislative session, processing and tracking budget documents during the budgetary session, etc.
Conducts other Project Management Support duties as assigned.
Backup Duties & Other Duties as Assigned.
Liaises with Human Resources retention staff and prepares DCW Years of Service Certificates for Division Meetings based on an employee's Years of Service.
Provides backup assistance to the Office of Children, Youth, and Families Director and Deputy Director when their assigned Program 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.
Provides backup assistance to Division Unit Managers when the assigned unit Program Assistant is not available, and/or on approved leave, and/or the position is vacant. This includes, but is not limited to, copying, printing, routing clearance folders, processing travel requests, and formatting and proofing documents for approval.
Provides backup assistance when requested to other Division Program Assistants when they are unavailable, and/or on approved leave, and/or the position is vacant. This includes, but is not limited to, ordering office supplies and equipment as needed and maintaining inventory tracking reports for Division equipment, office supplies, cell phone and phone usage, copying, printing, routing clearance folders, processing travel requests, and formatting and proofing documents for approval.
Performs other duties as assigned to support Office and Division objectives.
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
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)
The 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.
This information is available to me and I have read this information.
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.
Yes
No
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.
Yes
No
06
Do you currently possess a valid state issued drivers' 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
Agency
State of Colorado
Address
See the full announcement by clicking
the "Printer" icon located above the job title
Location varies by announcement, Colorado, --
Website
https://careers.colorado.gov/
Apply
Please verify your email addressVerify Email