Program Assistant - Of Entry

Full job description Department Information This position is open only to Colorado state residents.
A n eligible list established with this recruitment may be used to fill other similar positions within the Colorado Department of Public Safety in the next 12 months.
This position has a hybrid schedule with minimum of two days/week on site. Our Mission - Engaged employees working together to safeguard lives and to provide diverse public safety services to local communities.
Our Vision - Creating safer and more resilient communities across Colorado.
Our Core Values – Unity, Honor, Service

CDPS commits to cultivating an equitable, diverse, and inclusive work environment. We ensure that we recruit, retain, and promote engaged employees. Our approach to diversity is simple - it's about embracing everyone! We strive to build and nurture a culture where inclusiveness is a reflex, not an initiative. Our strength is our promise to be inclusive with intentional strategies to welcome and uplift our employees to thrive - while building a more equitable workplace. CDPS is an equal opportunity employer. See our EEOD Utilization Report (2020)

Why Do I Love My Job at CDPS
At CDPS we nurture a centric culture driven by our commitment of creating a safer Colorado, an inclusive workplace where everyone can be their own authentic self. We model a culture of collaboration, support and growth to our employees. Our culture has public service focus, and we strive to provide innovative solutions and services to our fellow Coloradans!
Careers with a purpose:
If you are passionate about public safety service, and are eager to dedicate your career to serving Coloradans, this is the organization you want to join!
We are committed to providing public safety services to our fellow Coloradans in their times of greater needs such as: safety on our roads, preparing and mitigating environmental disasters, disaster recovery, combating crime, school safety, and victim recovery.
You'll have the opportunity to challenge yourself and acquire new capabilities to build a rewarding and fulfilling career while making a difference in our community!

When you join CDPS, you are joining a team of exceptional individuals and together you will be inspired, motivated and supported to become the best you can be.

Unmatched Benefits: We highly value work life balance and offer excellent work-life programs, training, and professional development opportunities!
Did you know that only 15% of employers offer a defined contribution plan? CDPS offers unmatched retirement benefits including PERA Defined Benefit Plan or PERA Defined Contribution Plan, plus 401K and 457 plans.
The Employee Assistance Program (C-SEAP) is available in every region of the state. It is our effort to support the well-being of employees and the workplace. EAPs provide short-term counseling, referrals and resources, as well as training and organizational development services.
CDPS provides generous time off including 11 paid holidays per year plus vacation, sick leave, and wellness days.
Medical and dental options are available for permanent employees and their dependents. We also offer short and long-term disability coverage, and life insurance that includes legal resources and discounts.
Additional benefits we offer include free ECO passes for qualifying State employees within the RTD service area, and reduced college tuition at CSU Global and DeVry University.
Description of Job About the Work Unit
Provides professional administrative support to the troop or section as assigned.



About the Job
Provides professional administrative support to the troop or section office and may include management of multiple budgets, procurement management, grant management, multi-agency task force overtime and overtime tracking, inventory management. This position functions as the officer manager; working independently with minimal supervision. Develops internal processes, internal planning documents and supports the internal operations where needed. May assign tasks, monitor progress and workflow, check work products and establish business unit work standards. Provides program support as needed to all business units within the work unit.



Work Environment
At least two days in the office per week and as needed based on business demands.



Key Responsibilities Program Support and Office Management
This position works independently with little or no supervision to resolve issues. Oversees and ensures that office administration functions of the business unit are effectively carried out. Performs technical, complex, and or specialized office support work, which requires the exercise of independent judgment, the application of various technical skills, and detailed knowledge of the activities and procedures specific to the unit. Maintains a commission as a Notary Public and serves as a Notary Public if requested. Acts as a liaison between the business unit and external partners, other staff, and field units for information sharing. Manages unit records and files maintaining compliance with all retention requirements. Responsible for the upload of agency law enforcement records and/or for responding to requests from district attorney's offices or requests forward to the branch from the CSP Central Records Unit as necessary. Responsible for the CARS system, if so assigned, to generate monthly utilization reports along with monthly maintenance reports on all vehicles assigned to the business unit. Coordinates with the various supervisors to assure vehicles are scheduled for maintenance as necessary. Determines appropriate communications with members or internal or external partners, using the best available information and most appropriate format. Writes necessary reports that are complete, accurate, appropriate, and timely. When required, attends public hearings and provides technical support. Demonstrates an awareness of the cultural diversity of the community while representing the branch in the performance of duties and in all communications, using approved resources to support communication of information and accessibility consistent with federal and state laws and department policy.



Budget, Procurement Management, and Requisitions: Fiscal Management
Prepares and manages the unit budget(s) in conjunction with branch leadership. Manages, monitors, and provides reporting on or support for grant awards as needed. Ensures adherence to state fiscal rules and maintains a precise accounting of all budget allocations made to the unit. Periodically reviews budget(s), marketing expenditures when necessary and with the approval of branch leadership, ensuring that all expenditures made are reconciled on a monthly basis and documented consistent with rules and policies. Reviews all financial transactions for completeness and accuracy using system software (CORE). Ensures branch leadership is kept informed of all budgetary issues in a timely manner and obtains prior approval before making expenditures. Monitors expenditures to ensure that they do not exceed existing budget allocations. Ensures the proper use of any state-issued commercial card(s) within the business unit. Maintains adequate supplies/equipment to facilitate day-to-day operations in the unit and places orders for consumables through state-approved sources. Initiates and completes purchasing requests, vouchers, and documents.
Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights NOTE: To be considered for this position, you must meet one of the following options for consideration.


Four years of general clerical or administrative service experience which included supporting an individual or a team.


OR


Appropriate education will substitute for the required experience on a year-for-year basis.



PREFERRED QUALIFICATIONS Budget experience with the CORE or a similar financial system Knowledge of commercial vehicle industry and regulations Excellent written and oral communication skills Excellent customer service skills and ability to respond to public inquiries in a professional, efficient and friendly manner Good problem solving and decision making skills. Attention to detail and high level of accuracy. CONDITIONS OF EMPLOYMENT Requires successful completion of a background investigation that includes a polygraph exam, a fingerprint based criminal history search and drug testing. Must be Colorado resident at the time of application
APPEAL RIGHTS
If you receive notice that you have been eliminated from consideration for the position, you may protest the action by filing an appeal with the State Personnel Board/State Personnel Director within 10 days from the date you receive notice of the elimination. Also, if you wish to challenge the selection and comparative analysis process, you may file an appeal with the State Personnel Board/State Personnel Director within 10 days from the receipt of notice or knowledge of the action you are challenging. Refer to Chapters 4 and 8 of the State Personnel Board Rules and Personnel Director's Administrative Procedures, 4 CCR 801, for more information about the appeals process. The State Personnel Board Rules and Personnel Director's Administrative Procedures are available at A standard appeal form is available at: If you appeal, your appeal must be submitted in writing on the official appeal form, signed by you or your representative, and received at the following address within 10 days of your receipt of notice or knowledge of the action: Colorado State Personnel Board/State Personnel Director, Attn: Appeals Processing, 1525 Sherman Street, 4th Floor, Denver, CO 80203. Fax: . Phone: . The ten-day deadline and these appeal procedures also apply to all charges of discrimination. Supplemental Information NOTIFICATIONS
All correspondence regarding your status in the selection/examination process will be via email. Include your current working email address on your application and check your email frequently as you could receive time sensitive correspondence regarding this position. We highly recommend that you set up your email to accept messages from "state.co.us" and "" addresses. It is your responsibility to ensure that your email will accept these notices and/or review your junk mail and spam filtered email.

EQUITY, DIVERSITY, AND INCLUSION
The State of Colorado believes that equity, diversity, and inclusion drive our success, and we encourage candidates from all identities, backgrounds, and abilities to apply. The State of Colorado is an equal opportunity employer committed to building inclusive, innovative work environments with employees who reflect our communities and enthusiastically serve them. Therefore, in all aspects of the employment process, we provide employment opportunities to all qualified applicants without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity or expression, pregnancy, a medical condition related to pregnancy, creed, ancestry, national origin, marital status, genetic information, or military status (with preference given to military veterans), or any other protected status in accordance with applicable law.

Colorado Department of Public Safety 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
PLEASE READ CAREFULLY - RECRUITMENT TIMELINE INFORMATION Applications are considered complete and accurate at the time of submission. Therefore, additional information may not be solicited or accepted after your application has been received. All applications that are received by the closing of this announcement will be reviewed against the Minimum Qualifications in this announcement. Candidates who meet the minimum qualifications may proceed to the next step. Colorado Revised Statutes require that state employees are hired and promoted based on merit and fitness through a comparative analysis process.