Program Assistant I Mt View Youth Services Center

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 trauma-responsive organizational environments as demonstrated through prosocial safe and non-violent 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 pre-adjudicated sentenced or committed. For pre-adjudicated youth the Division is also responsible for the management and oversight of the Colorado Youth Detention Continuum; 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 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.

This position exists to provide high-level technical office management for the Education unit and acts as a school registrar and support services as well as organization and execution of delegated duties and support for the educational team. Position is responsible to obtain and maintain legal documentation of educational records in TRAILS and/or the student information system such as Infinite Campus used by DYS Education attend to all HR and timekeeping processes for the education team tracking transcripts ordering supplies and educational materials balancing the budget for education communicating with the assessment department managing confidential student files responsible for meeting with students to assess credit and schooling needs and history monthly reconciliation of P-cards gathering data tracking daily attendance and assisting the educational team in any duties as needed. to assess This position runs yearly quarterly and monthly reports for Quality assurance monitoring course and credits graduation plans and Special Education communications and timelines which are legal documentation. This position must develop and manage accurate student files request and supply accurate transcripts and attend to timekeeping and hiring processes. This position is responsible for updating and maintaining the school roster using Microsoft Excel and Access and serves as a site expert on the student information system implemented state-wide. This position determines the best reports to track educational outcomes. This position can be assigned the duties as site-based librarian and participates in all required trainings. Communicate with line staff regarding educational rosters daily. Other duties as assigned

Primary Job Duties

Registrar and System Education Liaison
Collaboratively develops organizes implements trains and maintains systems and administrative work procedures for the educational department. Makes decisions that affect education department operations including management of administrative functions related to educational services. Implement and maintain a detailed communication line between principal and central office to ensure effective and efficient communication with Principal central office as well as staff on the campus. This includes enrollment and withdrawal of youth and daily rosters.

Primary contact with the public staff and educational agencies as the first person to respond to inquiries regarding education process and determines to whom the inquiry should go; this includes transcript requests from and to other schools in the required timelines. Perform duties using Microsoft Office program including student information system.

Inputs educational information into the Trails database SIS and required data management sources to include the Civil Right Data Collection spreadsheets and Title 1 Federal Grant time and effort management with at least a 95% accuracy. Creates monitoring spreadsheets and uses shared databases for all federal and educational processes identified in QAYS standards or as required for Title 1 or the Office of Civil Rights. Prepare education reports collect and organize data for facility state reporting and federal reporting. Assure monthly and quarterly monitoring systems are in place and updated as expected. Student files and gradebooks and attendance must be updated as expected.

Complete student transcripts and respond to the request thereof within specified timelines; make decisions to align courses with graduation plans and monitor and know credit needs conversions and courses in DYS. Update graduation plans prepare daily schedules manage student records and train other education staff. Know and follow the QAYS standards for education. Must understand course credits and alignment to graduation requirements and assure accuracy. Must follow timelines. Must meet with students to interview and to assess educational needs to bring to the principal and team as required.

Assure calendar collaboration across the facility and education team documenting and assuring that required meeting timelines are met. Complete all work with attention to completion correctness and quality of work.
Collaboration and system liaison meetings may require travel

Financial & Budget Monitoring
This position is responsible for collaboration and planning the educational budget for education including estimating costs based on previous year expenditures including computer equipment educational materials furniture and office supplies with approval from the principal. Preparing reports of expenditures and designing and maintaining a comprehensive and fluid ordering system. Purchases material as needed and provides monthly Purchase Card reporting to DYS Education Central Office. This includes maintaining a purchase card and complying with all audits and tracking mechanisms. This also includes keeping detailed quarterly and annual records of computers student use Chromebooks and other inventory appropriate items; this list must be shared. Other duties as assigned.

Information System and Training Liaison
This position is a super user for Colorado Trails and educations student information system (SIS). Trains and assists educational teacher in use of computer internet and data systems specific to Trails SIS and other mandated systems to include the online credit recovery system. Training teachers in areas that are related to procedures that affect the program assistant responsibilities of operations including attendance roster formatting grades final grades and progress reports which are to be sent out. Monitors all the timelines for these items. Complete Quality Assurance checks on Trails and SIS at least monthly and for all student records that are released from the facility. Work with district liaisons to assure transcript accuracy. Attend all necessary trainings to provide training; determine what training is relevant to each position within education. Give user rights to client managers behavioral health and small groups working with each individual. Knows and follows all QAYS standards related to job duties. Training on systems and processes requires travel.

Data Monitoring - Tracking Human Resources Liaison
This position creates and manages various data information and correspondence tracking systems for the educational department. Design create and maintain filing and reporting systems for official DYS documentation. Implement and maintain computer spreadsheet (Excel) and database (Access) forms to compile and report pertinent information to include commitment statistical information involving the educational department; use online and external systems for federal reporting. Data includes tracking as requested from principal or central office of minors enrollments and withdrawals progress reports daily rosters HR and training to include YCTO.

Responsible for analyzing and validating accuracy of data received for computer input into DYS system; most review all teacher data to assure accuracy. Responsible for proper handling of confidential client information in accordance with the regulations prescribed by the Health Insurance Portability and Accountability Act (HIPAA) and for Federal Education Rights (FERPA); align all practices to mandates from Colorado Department of Education as well as the Division of Youth Services. Completes all DYS training requirements while meeting deadlines; this may require travel.

Assures all timekeeping responsibilities are done with fidelity; assures HR processes to include E Clearance and other timekeeping hiring resignation and other related duties are done in an accurate and timely fashion.

Other Duties as Assigned:
Performs other duties as assigned

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. Part-time experience will be pro-rated.

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:

• Experience working with youth.
• Highly organized and able to manage multiple projects

• Evidence of working a office or schoolenvironment.

• Knowledge of google suite products and Microsoft Office

• Customer service experience

• 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 Will need to travel to various sites for training learning conferences and meetings.
• 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 Pre-service 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. 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.

• 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