Program Assistant II - Division of Youth Services - Directorâs Office
Program Assistant II - Division of Youth Services - Directorâs Office
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Job Description
Department Information
This position is open only to Colorado state residents.
About the Division of Youth Services:
The Division of Youth Services (DYS) provides a continuum of residential and non-residential 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 youth centers that serve youth between the ages of 10 and 21 who are pre-adjudicated sentenced or committed. For pre-adjudicated youth the Division is also responsible for managing and overseeing Colorado Youth Detention Continuum programs (SB 91-94) a State-funded locally administered program that provides services to youth at risk of further progressing into the juvenile justice addition to residential programming the Division administers juvenile parole services throughout the State.
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: of JobPurpose of the Work Unit:
Division Directors Program Assistant provides high-level administrative and technical support which involves assisting a Division Director or other professional by applying knowledge of and/or interpreting basic principles rules regulations policies precedents other guidelines and objectives specific to a program or professional subject area to resolve problems answer questions and provide information and/or advise others on technical program issues or matters for the Colorado Department of Human Services. This includes planning and organizing various meetings for staff compiling data and preparing management reports that assist the administrator in measuring performance and customer satisfaction. The position is responsible for identifying office problems or areas that need improvement and developing plans of action to address the identified issues. This position provides support to all program units reporting to the Director including customer service issues technical support and improving relations with state employees.
Job Duties:Assistant to the Division Director -Assists the Division Director in the execution of duties to manage the Division of Youth Services. Manages the calendar and scheduling of the Division Director by recommending scheduling and committing to meetings and functions outlining options and assisting with the prioritizing of commitments and appointments. Coordinates meetings for the Division Director and prepares meeting materials as instructed by the Director. Tracks and prioritizes all correspondence to and from the Division Director. Develops and implements tracking systems for incoming and outgoing correspondence and department-wide clearance for the Division Director.
Conducts research and compiles information related to projects for the Division Director. Identifies options for implementation. Designs and implements special projects as assigned by the Division Director. Organizes and produces meeting minutes for special management meetings in which the Management team is involved.
Office Manager - Serves as the Divisions first point of contact for internal and external customers including other Directors OCYF leaders staff and other department and community stakeholders. Manages front desk coverage and works in person a minimum of two days a work week to ensure that the public-facing Divisions central administration office building is open during business hours. Attends workgroup meetings related to building and staff safety as needed. Provides technical assistance responds to questions and requests for information for Division program areas answers internal and external stakeholder questions and routes more specific requests to appropriate program staff or managers within the Division. Identifies trends in unit communication and reports them to the Division Director. Inform the Division Director of potential problems either internally or externally and recommend solutions. Coordinates Division and unit meetings and prepares agendas and support materials as instructed by the Division Director. Develops and maintains filing systems and tracking spreadsheets as needed for various Division functions. Identifies workflow issues for the Division and suggests solutions. Determines needs and orders materials for the Division. Consult with the Directors subordinates on the Divisions Human Resources best practices and consult regarding staffing and turnover issues. Manages internal processes for Human Resource requests including PMPs ensuring all required documentation is provided and meets associated policy and the Divisions practice. Acts as a lead with all personnel actions done through the eClearance Process for Youth Services Center by tracking/recording all pertinent information for PAFs submitted. Responsible for tracking PAFs through the eClearance system ensuring that all required paperwork is uploaded in a timely manner. Manages internal processes for considering fiscal rules purchasing guidelines and available allocations determines which policy applies to the purchase collects and maintains appropriate records and makes timely reports to management. Initiate process and monitor personnel actions in eClearance through the PAF process. Manage and maintain the purchase of software. Wireless Device Coordinators for the division. Manages the Directors Office state fleet. Manages the Central Administration Xerox machine program. Manages reservations and use of the conference rooms at the main Central Administration Office. Serves as liaison to the Division of Facilities Management for building maintenance needs keys and badge entry. Manages floor remodel projects and workspace move requests. Editing and tracking Memos through the clearance process.
Budget / Travel Manager - Manages in-state and out-of-state travel requests for the Director and Managers as needed. Monitors and communicates upcoming budget needs for the Directors Office and Central Administration with the Divisions finance unit. Submits Travel Authorizations in eClearance for Directors and Managers as needed ensuring proper documentation and justification per State policy and fiscal rule for travel is included. Determines accuracy and relevance of expenditures to ensure cost-effective support of programs and compliance with legislative appropriations and policies. Submits travel reimbursements within 48 hours of receipt. Make appropriate travel arrangements for the Division when needed
Staff Development and Supervision - Assigns work to other administrative staff based on business need. Accountable for the work products of the administrative staff. Identifies and recommends training opportunities for administrative team members. Coordinates to always ensure PA coverage. Addresses performance concerns if needed. Assures cross-training plan is created and implemented. Assists in hiring coaching mentoring and developing program administration and quality management staff. Writes performance evaluations. Develops individual performance goals objectives and action plans that support the mission and vision of the Division and provide for individual growth and advancement
Other Duties as Assigned - Any other duties as assigned as neededMinimum Qualifications Substitutions Conditions of Employment & Appeal Rights
Important Note:Please review your application to ensure completion. For the most equitable applicant experience CDHS hiring teams consider only the contents of your application to determine meeting minimum qualifications and for the comparative analysis process.Experience is calculated on a full-time equivalency basis therefore it is important to accurately notate the hours you averaged per experience section entry. Volunteer work or related type of experience may be used to meet the qualifications but must be clearly documented. It is paramount that in the experience portion of the application the applicant describes the extent to which they possess the education experience competencies and background as they relate to the duties outlined in the job announcement. Part-time experience will be pro-rated. *Please note: RESUMES will not be accepted in lieu of a complete application. Applications with no work history will be failed for being incomplete.
Minimum QualificationsExperience 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 Qualifications:- Ability to work under tight deadlines and be adaptable to changing assignments
- Advanced proficiency in Microsoft Office (i.e. Word Excel Access and PowerPoint)
- Ability to interpret complex rules regulations policies procedures and guidelines
- Experience working with confidential information
- Critical and analytical thinking skills
- Ability to take initiative to solve problems in an innovative manner;
- Strong attention to technical detail and accuracy;
- Ability to work effectively in both independent and team situations;
- Exceptional customer service and ability to develop and maintain professional relationships Exceptional verbal and written communication skills
- Highly organized
Conditions of Employment:Be a minimum of 21 years of age
Possess and maintain a valid U.S. drivers license.
Travel - May need to travel to post office or pick up supplies based on duties and occasional travel to assigned training
Pass C.R.S.background check investigations.
Former State employees who were disciplinarily terminated or resigned in lieu of termination must disclose the information on the application and explain 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.
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. The results of the Diana Screen will be provided to the Division of Youth Services and may be used as part of the Divisions decision on whether I am selected.
Continued employment is contingent upon successful completion of the DYS Pre-service Training Academy Field Training Program (FTO) and mandatory annual training in all subject areas.
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) 801-1 State Personnel Board Rules and Personnel Directors Administrative Procedures Chapter 8 Resolution of Appeals and Disputes atunder Rules.Supplemental Information
Toll Free Applicant Technical Support
For additional recruiting questions please contact
Please Note: As part of the Comparative analysis process candidates who meet the minimum qualifications will be required to take and pass on online skills assessment test. Notifications as well as instructions will be sent via email so applicants are encouraged to continually check for emails.About Us:
If your goal is to build a career that makes a difference consider joining the dedicated people of theColorado 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 addition to a great location and rewarding and meaningful work we offer:
Strong secure yet flexible retirement benefits including aPERA Defined Benefit Plan or PERA Defined Contribution Planplus 401(k) and 457 plans
Employer supplementedHealth Savings Account
Paid life insurance
Short- and long-term disability coverage
11 paid holidays per year plus vacation and sick leave
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 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 ADAA Coordinator Nancy Schmelzer at or call 1-.
THE STATE OF COLORADO IS AN EQUAL OPPORTUNITY EMPLOYER
Required Experience:
Director
Employment Type
Full-Time
