CAIC Program Assistant Program Assistant II - RemoteHybrid
CAIC Program Assistant Program Assistant II - RemoteHybrid
Posted on :
14-04-2025
Employer Active
1 Vacancy
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Yearly Salary
$ 57708 - 66792
Vacancy
1 Vacancy
Posted on :
14-04-2025
Job Description
Department Information
- This posting is only open to residents of the State of Colorado at the time of submitting your application.
Consider joining the dedicated people of the Colorado Department of Natural Resources. Its our mission to manage and conserve Colorados natural resources for the benefit of people today and tomorrow. That means we have to balance development with conservation so the state we all love provides similar opportunities for our children and their children.
We invite you to explore our website at find out more about the work we do to manage Colorados natural resources for today and tomorrow.
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.
In addition to offering rewarding meaningful work we offer:- Medical and Dental plans
- Strong flexible retirement plans including PERA Defined Benefit Plan or PERA Defined Contribution Plan plus pretax 401K and 457 plans
- Paid life insurance
- Short and longterm disability coverage
- Employee Wellness programs
- Flexible Spending Accounts
- Health Savings Accounts
- 10 paid holidays per year plus generous vacation and sick leave
- Flexible work schedule options and remotework options
- Career advancement opportunities throughout the State system
- Some positions may qualify for thePublic Service Loan Forgiveness Program.
The Colorado Avalanche Information Center (CAIC)is a program within the Colorado Department of Natural Resources Executive Directors Office. The program is a partnership between the Department of Natural Resources (DNR) Department of Transportation (CDOT) and the Friends of the CAIC (FoCAIC) a 501c3 group. The mission of the CAIC is to provide avalanche information education and promote research for the protection of life property and the enhancement of the states economy.The CAIC promotes avalanche safety by reducing the impact of avalanches on recreation industry and transportation in the State through a program of forecasting and education. Description of Job
- This posting is only open to residents of the State of Colorado at the time of submitting your application.
This position provides support services to CAIC including but not limited to: technical & high level administrative records management accounting & purchasing procurement and contracting budget tracking and process improvement functions. Position has the authority to design recommend and implement administrative operations and procedures within CAIC as well as DNRwide to accomplish the work.
ADMINISTRATIVE:This position is responsible for CAIC administrative functions. The position drafts professional business communications (e.g. emails letters notices etc.; handles incoming/outgoing mail; travel arrangements; procures organizes and maintains the CAIC office supply inventory; researches and provides recommendations for complex legal or other issues affecting CAIC (e.g. fixed assets copyright issues handling of hazardous materials UAS/Drones etc. and supports the CAICs education program with scheduling and correspondence.
This position is designated as the State Fleet Liaison and HR Liaison for CAIC. As State Fleet liaison this positions tracks mileage manages maintenance and fleet records retention manages employee commuter agreements and provides utilization reports and recommendations to the CAIC director. As HR liaison this position reviews and changes monthly CAIC FTE levels and timesheets to ensure FTE levels are consistent with the annual budget manages and oversees the hiring of all permanent and temporary CAIC staff recruit and onboard temporary staff processes change of work or address information and completes separations from State employment)
FINANCIAL SERVICES:This position manages all finance services for the CAIC (including accounts payable and receiving procurement budget and contract management).
Accounts Payable- Create general accounting expenses (GAXs) invoices (INs) and receiver (RC) documents for CAIC expenditures.
- Facilitate payment to vendors including but not limited to incorrect billing payment amount lost/stolen warrants and incorrect remittance addresses.
- Facilitate the process to obtain a OneCard for Travel Procurement Meat Planner or Utility card(s) for staff members.
- Make approved OneCard purchases.
- Collect documentation perform allocation and reconciliation of all purchases made on any CAIC OneCard.
- Respond and provide documentation for OneCard Audits.
- Contact vendors to acquire commodities or services for CAIC staff and mission.
- Reviews expenditure requests to determine if waivers outside approval or encumbrance is required (e.g. CCI Waivers OIT Approvals Training Waivers etc..
- Drafts documents required for the encumbrance of funds or the acquisition of commodities or services requiring the State of Colorado Bid process (e.g. Personal Service Agreements Sole Source (or Brand) Requests and Justification Memos Scope of Work Documents etc..
- Ensure that Purchase Order (POs) and Contracts are created after requisition have been approved at the appropriate levels. Distribute and maintain POs and Contracts as required.
- Contact vendors when the contract or PO are set to expire to renew leases or contact potential vendors to establish and negotiate new contracts.
- Track expenses under different Master Task Order Contracts.
- Shepard Task Orders through the approval process for highrisk purchases.
- Produce RQSs for appropriate purchases.
- Summarize the CAIC Budget in submitting recommendations to the Director Joint Budget Committee or Office of State Planning and Budgeting for increases or decreases in spending authority.
- Track and analyze CAIC expenditures and revenues and prepare budget reports reflecting actualized expenditures and revenues or forecasted for the next fiscal year.
- Determine and submit the fixed and variable account coding strings for each of CAICs fleet vehicles to State Fleet Management.
- Assist EDO Accounting and EDO Budget Staff in fiscal year end close procedures includes creating journal vouchers to ensure that all revenues and expenditures have been recorded in the correct appropriations.
- Ensure that EDO budget staff are appraised of large purchases.
- Establish and maintain central files for accounting records.
- Determines coding strings for SFM Vehicles Interagency Agreements Grants and Contracts.
- Ensure that the correct personnel costs operating costs and vehicle costs are invoiced to CDOT for reimbursement.
- Created an ITI and notify the proper individuals at CDOT to facilitate CAIC to receiving reimbursement for those expenses.
- Monitor the contract amounts provide reports and recommendations as needed.
- Maintain records of the CDOT Agreement both financial and the contract.
- Maintain records of the U.S. Forest Service Contract.
- Ensure that the correct personnel costs and operating costs are invoiced to CDOT for reimbursement.
- Monitor the contract amounts provide reports and recommendations as needed.
Minimum Qualifications Substitutions Conditions of Employment & Appeal Rights
- This posting is only open to residents of the State of Colorado at the time of submitting your application.Five 5 years of relevant experience in an occupation related to the work assigned to this position.
Minimum Qualifications:
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.
PROGRAM ASSISTANT
Please note: The required experience must be substantiated within the work experience section of your application. Your resume will not be reviewed to determine if you meet the minimum qualifications; only the work experience section of your application will be reviewed to determine this. See Resume statements on the application will not be accepted. In addition parttime work will be prorated.
Substitutions:
Additional appropriate experience will substitute for the degree requirement on a yearforyear basis. Additional appropriate education will substitute for the required general experience on a yearforyear basis.
Preferred Qualifications:- Ability to accuratelyinterpret State Fiscal Rules
- Ability to perform technical accounting managing cash grants
- Trouble shooting problem solving and critical thinking skills
- Strong customer service skills
- Ability to effectively communicate both orally and in writing
- Strong analytical and inductive and deductive reasoning abilities
- Strong organizational and evaluation skills with keen attention to detail
- Strong interpersonal skills including coaching conflict resolution facilitation and negotiation
- Strong project management skills
- Selfmotivation
- Ability to multitaskand identify systematic approaches to solving problems
- Ability to demonstrate sensitivity and appreciation for diverse viewpoints as well as different communication and work styles in a multicultural and intergenerational environment
- Ability to identify and creatively resolve issues while exercising appropriate judgment
- Ability to establish and maintain effective working relationships with all partners
- Ability to drive and support group customer and program initiatives
- Ability to analyze data and provide recommendations
- Ability to analyze and present information to colleagues in a way that enables good business decisions
- Ability to work well independently as well as in/with a team
(Please note this arrangement can be subject to change)- This is a Hybrid position Work is primarily performed from a home office however the selected candidate will at times report to the office at 1313 Sherman Street Denver CO CAICs office in Leadville CO or other locations for meetings trainings and projects as directed by the supervisor.
APPEAL RIGHTS:
It is recommended that you contact the Human Resources Specialist listed below to resolve issues related to your possession of minimum qualifications. However 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 US Mail faxed or hand delivered within ten 10 calendar days from your receipt of notice or acknowledgement of the departments action. Supplemental Information
- This posting is only open to residents of the State of Colorado at the time of submitting your application.The Assessment Process
- All applications received by the closing of this announcement will be reviewed by an HR Specialist against the Minimum Qualifications in this announcement.
- Colorado Revised Statutes require that state employees are hired and promoted based on merit and fitness through a comparative analysis process. Part of or all of the comparative analysis for this position will be a structured application review by Subject Matter Experts.
- Resumes cover letters and other attachments are not considered as part of initial reviews therefore it is important to document in your application your education experience minimum qualifications and preferred qualifications as outlined in the job announcement.
- Please thoroughly answer all supplemental questions (if listed) since question responses may be evaluated for content writing ability spelling grammar and effective communication.
- This recruitment may involve additional testing and/or exams to arrive at the top group for interviews.
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 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.
The Department of Natural Resources 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 preemployment 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
ADAAA Accommodations
Any person with a disability as defined by the ADA Amendments Act of 2008 (ADAAA) may be provided a reasonable accommodation upon request to enable the person to complete an employment assessment. To request an accommodation please contact at least five business days before the date that any accommodation will be required to allow us to evaluate your request and prepare for the accommodation. You may be asked to provide additional information including medical documentation regarding functional limitations and type of accommodation needed. Please ensure that you have this information available well in advance of the assessment date.
EVerify
The Department of Natural Resources participates in EVerify in accordance with the programs Right to Work for all newlyhired employees. Employees are queried through the electronic system established by the Department of Homeland Security (DHS) and the Social Security Administration (SSA) to verify identity and employment eligibility. You may complete section 1 of the I9 form upon your acceptance of a job offer letter but no later than your first day of employment and in addition on your first day but no later than the third day you are required to submit original documents to verify your eligibility to work in the U.S.Learn more about EVerify including your rights and responsibilities.
TollFree Applicant Support Technical Help
If you experience technical difficulty with the NEOGOV system (e.g. uploading or attaching documents to your online application) call NEOGOV atMonFri between 6 am and 6 pm (Pacific Time). The Human Resources Office will be unable to assist with technical issues. Helpful hints: If you are having difficulty uploading or attaching documents to your application ensure your documents are PDF or Microsoft Word files and close the document before you attempt to upload it.
Employment Type
Full-Time
Key Skills
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