Program Assistant I - Office of Staff Development
Program Assistant I - Office of Staff Development
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Job Description
Department Information
- This position is open to current Colorado residents only.
Please note: This recruitment may be used to fill multiple vacancies at the locations below.Division of Youth Services
Office of Staff Development
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About the Division of Youth Services: The mission of the Division of Youth Services (DYS) is to protect restore and improve public safety utilizing a continuum of care that provides effective supervision promotes accountability to victims and communities and helps youth lead constructive lives through positive youth development. The strategic goal of DYSis to operate healthy traumaresponsive organizational environments as demonstrated through prosocial safe and nonviolent interactions.
DYS provides a continuum of services that encompass juvenile detention assessment commitment and parole. DYS is the agency statutorily mandated to provide for the care and supervision of youth committed by the District Court to the custody of the Colorado Department of Human Services. The Division operates 15 secure facilities that serve youth between the ages of 10 and 21 who are preadjudicated sentenced or committed. For preadjudicated youth the Division is also responsible for the management and oversight of the Colorado Youth Detention Continuum; a Statefunded locally administered program that provides services to youth at risk of further progressing into the juvenile justice system. In addition to residential programming the Division administers juvenile parole services throughout the State. We have many opportunities within DYS to positively impact youth and families.
We invite you to explore the DYS website and learn about the services provided to youth families and local communities in the State of Colorado at: There are numerous opportunities within DYS to positively impact youth and families and we welcome you to join our team.
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. Description of Job
The Colorado Division of Youth Services Office of Staff Development (OSD) is a centralized unit responsible for providing and/or facilitating staff training opportunities and professional development programs for employees of the Division of Youth Services. OSD provides PreService training to all new employees coordinates training programs for all employees to meet the annual training requirements and provides or coordinates professional growth opportunities in order to enhance treatment services and program effectiveness. OSD provides consultation support and assistance in planning scheduling and conducting training that is responsive to staff needs and provides greater protection to the public through an improved level of services to the juveniles in its custody and care
Purpose of the Position
This purpose of this position is to provide program support for Staff Development by helping to maintain two budgets (Staff Developments and SO Surcharge) provides technical support for submitting purchase orders maintains training records using Cornerstone coordinates training to include registration and travel purchasing of supplies is the unit timekeeper technical equipment support provides technical support to help ensure compliance with ASHI standards Putting together training materials (i.e. handouts training supplies etc. Notes for meetings and assist with conference coordination provides any additional supported needed to ensure the success of training event.
Primary Job Duties
Training Program Support- The position maintains training records in the Office of Staff Development. Collects organizes and disseminates training records for all Division of Youth Services employees in accordance with DYS Policy 4.1 4.2 best practices other governing agencies and the DYS training plan. This will include assisting the program by providing technical support to ensure compliance with best practices and any governing body. This will include but is not limited to helping to ensure the program adheres to the documentation guidelines set. The position will ensure that copies of all certificates new employee signoffs tests etc. provided by the Office of Staff Development are maintained in the employees OSD training file.
- The position will provide program support by maintaining copies of all rosters evaluations and other relevant documentation in the monthly folders.
- The position coordinates scheduling and registration for all Office of Staff Development sponsored training. Responsible for making travel arrangements for staff attending the training including hotel accommodations and per diems. Ensures participants have the documentation needed to submit for any appropriate reimbursement. The position ensures that trainingrelated information is disseminated to the proper authorities.
- Working with the Office of Staff Development trainers the position will use their expertise to assist trainers as they design prepare and implement various training programs. The position will assist trainers by putting together training materials (i.e. handouts training supplies etc. helping with room set up scheduling training reviewing lesson plans and presentations for grammatical errors and typos etc. In addition the position will be responsible for assisting trainers by taking notes when meetings are held with SMEs to develop content or during a Staff Development sanctioned meeting.
- The position will provide technical support to the Lead Academy trainer to ensure all documentation requirements are being met to maintain the Divisions ASHI Training Center status. This will include maintaining copies of rosters Instructor Certifications Evaluations and any other documentation needed to adhere to ASHIs Guidelines. 2. Interpreting ASHI guidelines around re/certification of instructors and instructor trainers the position will help the Lead Academy Training maintain a tracking sheet that highlights expiration dates. The lead trainer will use this information to send out reminders and oversee the recertification process utilizing this positions technical support.
Budget and Procurement- The position supports the Staff Development Director and the DYS Chief Financial Officer in planning and developing the Staff Development budget. To relieve the Staff Director of the task prepares personal service contracts purchase orders and budget encumbrances for the DYS Staff Development Office. Recommends to the Staff Development Director adjustments to remain within budget limitations based on expenditures and available funding for two budgets (SO Surcharge and Staff Development). The position requires independent analysis of billing practices choosing efficient and costeffective billing procedures projecting expenditures and monitoring billing practices for compliance. If an Office of Staff Development needs to purchase items this position can approve those purchases if the position determines there are sufficient budget dollars in the approved Staff Development Budget.
- This is the only employee in the Staff Development Office with access to eClearance; therefore is responsible for reconciling the Staff Development Budget with eClearance and monitoring and reviewing accounting postings. When errors or discrepancies are identified the position has the authority to contact the Chief Financial Officer or another agency to obtain a resolution to the problem.
- The position monitors ensures compliance interprets and evaluates procurement systems and guidelines for purchasing needs for Staff Development in accordance with state fiscal rules CDHS policy and guidelines. On behalf of the Staff Development Director makes purchase decisions based on cost comparisons and allotted funds by accessing CORE and the offices internal tracking system. Accountable for the accuracy of purchasing and accounting for the Staff Development Office. Responsible for reconciling credit card purchases and proper coding for billing. Creates and manages reporting systems for accounts receivable and payable. Ensures accuracy of expenditure coding and timely payment of invoices and works with accounting and vendors to resolve discrepancies.
Technology Support- Provides equipment oversight and technical support for DYS Staff Development. Liaisons with business equipment companies to troubleshoot any problems with equipment. Liaison with stateapproved copy center to ensure copy needs of the work unit are met and maintained.
Other Duties as Assigned:- Performs other duties as assigned
Minimum Qualifications Substitutions Conditions of Employment & Appeal Rights
Applicants must meet the minimum qualifications listed below to continue in the selection process for this position. Work experience must be specifically documented on your application. Applications with no work history listed see resume or see attached statements on your application will not be accepted in lieu of completion of the official application form. Parttime experience will be prorated.
Minimum Qualifications:
Experience Only:
Four 4 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 four 4 years
Preferred Qualifications:- One 1 year of experience using office software to include those designed to create and manage spreadsheets written documents and presentations.
- Experience using a Learning Management Software program for developing distribution and tracking of organizational training
- Experience managing a local or state government budget
Conditions of Employment:- Be a minimum of 21 years of age with no felony convictions or history of domestic violence
- Possess and maintain a valid State of Colorado drivers license
- Pass CBI and FBI background investigations
- Travel Since the division has locations across the state the position is expected to travel for training as needed
- Former State employees who were disciplinarily terminated or resigned in lieu of termination must disclose the information on the application and provide an explanation why the prior termination or resignation should not disqualify the applicant from the current position. Absent extraordinary circumstances prior disciplinary termination or resignation in lieu of termination will disqualify the applicant from future State employment with CDHS.
- Continued employment is contingent upon successful completion of the DYS Preservice Training Academy Field Training Program (FTO) and mandatory annual training in all subject areas.
- The Diana Screen a sexual risk screening tool is administered to all applicants to the Division of Youth Services (DYS) seeking positions of trust with children and teens to help ensure that ethical boundaries between children and adults are maintained. At the DYS the safety and protection of the youth who have been entrusted to us is our #1 priority
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 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 departments action.
For more information about the appeals process the official appeal form and how to deliver it to the State Personnel Board; go to; contact the State Personnel Board for assistance at; or refer to 4 Colorado Code of Regulations (CCR) 8011 State Personnel Board Rules and Personnel Directors Administrative Procedures Chapter 8 Resolution of Appeals and Disputes atunder Rules.Supplemental Information
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For additional recruiting questions please contact
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 wellbeing 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 longterm disability coverage
- 11 paid holidays per year plus vacation and sick leave
- BenefitHub state employee discount program
- Employee Wellness program MotivateMe
- Excellent worklife 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 Values:
We believe in a peoplefirst 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 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 Nancy Schmelzer at or call.THE STATE OF COLORADO IS AN EQUAL OPPORTUNITY EMPLOYERToll Free Applicant Technical Support
Required Experience:
Staff IC
Employment Type
Full-Time
