Program Assistant - Fast Hire

We are looking to hire an analytical Program assistant to join our multidisciplinary team at State of Colorado in Denver, CO.
Growing your career as a Full Time Program assistant is an awesome opportunity to develop important skills.
If you are strong in emotional intelligence, innovation and have the right passion for the job, then apply for the position of Program assistant at State of Colorado today!

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Program Assistant II - Denver - Hybrid
Salary
$56,028.00 - $89,652.00 Annually
Location
Denver, CO
Job Type
Full Time
Job Number
IHA 06446 9/15/23
Department
Colorado Department of Human Services
Division
OCYF - Child Welfare
Opening Date
09/15/2023
Closing Date
10/4/2023 11:59 PM Mountain
Primary Physical Work Address
1575 Sherman Street, Floor 2, Denver, CO 80203
FLSA Status
Exempt; position is not eligible for overtime compensation.
Description Benefits Questions
This posting is only open to Colorado residents. - an exemption contingent upon residency waiver
Department Information
This position is open to current Colorado residents only.
Please note: This recruitment may be used to fill multiple vacancies.
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CDHSCareers About The Division Of Child Welfare The position is located in the Division of Child Welfare, Provider Services Unit, Provider Performance Team. 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 residential child care facilities (RCCF), respite child care centers (RCCC), qualified residential treatment programs (QRTP), secure residential treatment centers (SRTC), psychiatric residential treatment facilities (PRTF), homeless youth shelters (HYS), specialized group homes and centers (SGF), child placement agencies (CPA), adoption agencies, and day treatment facilities (DT) 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, determine facility or agency culpability, and to ensure the safety of children placed or receiving services with providers.
Description of Job Summary Of The Position This position provides program and administrative support to the Provider Performance Manager and the staff within the Provider Performance Team. Hybrid work arrangements: requiring two days per week at the 1575 Office (days to be determined upon hire)." Primary Duties Program and Administrative Support. Assists and supports the Provider Performance Manager and the staff within the Provider Performance Team in the execution of their duties for each distinct 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 Provider Performance Manager, and the staff within the Provider Performance 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 Performance Manager by recommending and committing to meetings and functions, outlining options, and prioritizing commitments and appointments.
Ensures collaboration and cooperation between the Provider Performance 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 county offices with matters related to policy, regulations, and procedures by maintaining resources and other 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 Performance Manager, and the staff within the Provider Performance Unit. Processes and submits all personnel, mileage, travel, and budget requests and reimbursements for approval on behalf of the Provider Performance 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 Performance Manager, and the staff within the Provider Performance 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 Performance Manager, and the staff within the Provider Performance 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 Provider 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 Performance 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 Performance Manager of potential problems internally or externally; provides the Provider Performance 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 Performance 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 Performance 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 Performance Manager and the Provider Performance Work Unit.
Prepares files for Provider Performance Manager and the Provider Performance Work Unit for legislative update meetings.
Creates and maintains a process for the legislative support tasks.
Other Duties as Assigned. Minimum Qualifications Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights Experience Five years of experience in an occupational field related to the work assigned to the position. Substitutions Appropriate education will substitute for the required experience on a year-for-year basis. Preferred Qualifications
Good work history Ability to compose professional documentation utilizing Google and Microsoft Office (Word, Excel, Power Points, etc.) Ability to verbally communicate in order to promote clear and effective communication Experience triaging and managing a calendar for professional staff Excellent Customer Service Skills
Conditions of Employment
Full Background. CDHS employees (all Direct contact with vulnerable persons): CBI name check and fingerprint check, ICON Colorado court database, Medicare fraud database, Reference Checks, Professional License verification (licensure requirements), Drug Screen, PREA (Division of Youth Services), Trails check (direct contact with children), CAPS (direct contact with adults - Mental Health Institutes, Regional Centers, Veterans Community Living Centers). Must possess a valid, unrestricted U.S. Driver's License Travel - This position will be required to use a personal vehicle for infrequent travel to agencies/facilities, and other identified locations for the purpose of related primary job duties as assigned. This position may be required to complete overnight travel and infrequent extended travel within the State of Colorado. Hybrid work arrangements: requiring two days per week at the 1575 Office (days to be determined upon hire). Employees must maintain a home office, internet, and possibly phone. 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 (View email address on jobs.institutedata.com), postmarked in US Mail or hand delivered (1525 Sherman Street, 4th Floor, Denver CO 80203), or faxed View phone number on jobs.institutedata.com) 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 View phone number on jobs.institutedata.com; 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 (
The Assessment Process
For additional recruiting questions, please contact View email address on jobs.institutedata.com (View email address on jobs.institutedata.com) 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 ( (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 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 . 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 View email address on jobs.institutedata.com or call View phone number on jobs.institutedata.com.
~THE STATE OF COLORADO IS AN EQUAL OPPORTUNITY EMPLOYER~
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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:
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
This position requires some travel. Do you currently possess a valid, unrestricted U.S. Driver's License?
Yes No
02
Discuss your interest in this position and the qualifications and skills you offer.
03
What strategies do you employ to stay organized and ensure efficient time management for yourself and the executives/ managers you support?
04
What does customer service mean to you?
05
Discuss your experience working with Google and Microsoft Office (Word, Excel, PowerPoints, etc.) and other technology systems that you believe may be relevant to this position.
06
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.
07
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.
08
Are you a veteran? Your DD-214 must be uploaded with your application. Yes No
09
Are you a Disabled Veteran? if yes, you must upload your DD-214 and Disability Letter with your application. Yes No
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Benefits of working as a Program assistant in Denver, CO:
? Career Growth Potential
? Professional Development Opportunities
? Competitive salary

? Remote Work opportunity