Program Assistant I Zebulon Pike Youth Services Center

Colorado Springs, CO - USA

Monthly Salary: $ 2259 - 2670

Posted on: 11 hours ago

Vacancies: 1 Vacancy

Job Summary

Department Information

This position is open to current Colorado residents only.

Please note: This recruitment may be used to fill multiple vacancies.

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.

Description of Job

You are required to work at your assigned work location during your scheduled work times.

Please note: Work arrangements are subject to change at any time.

The Program Assistant reports to the Youth Center Director and provides support for the Director Assistant Director Clinical Directors and Leadership Team at Youth Center. This position is responsible for overseeing office procedures for the general management of a Youth Center to include: procedures for database management accreditation compliance telecommunication systems serves as liaison to OIT personnel Human Resources payroll and other offices of the Division of CDHS. Oversees all office procedures including record keeping data entry and scheduling. This position prepares budget documents for the Directors review and approval explain accounting procedures train and work collaboratively with the Director Clinical Director Assistant Director and YSSIII work unit leads to problem solve areas of concern and implement the agency mission. This position is to oversee the general office management of a Youth Center.

Primary Job Duties

Fiscal/Financial:
Oversees and maintains Operating Budget for Youth Services Center. Ensures spending is on track and recommends purchases to the Youth Center Director that meets the needs of the facility. Monitor ensure compliance interpret assist and evaluate systems and guidelines for procurement needs Youth Center wide in accordance with State Fiscal Rules (i.e. youth living supplies office supplies furniture inventory special purchases forms postage office machines purchases over $5000). Set up systems to submit proper documentation for revenue received expenditures and revenues. Set up informational systems monitor and maintain bank purchase card EAC funds petty cash and meal ticket accounts. Compile data for operating budget preparation each year track and advise Director on all operating budget expenditures. Provide business units with monthly update of their budget. Explain accounting procedures train and work collaboratively with the Youth Services Director and other professional staff to problem solve areas of concern and implement the agency mission. Coordinate any purchase over $5000 that requires additional documentation and input into CORE. Monthly reconciliation of Purchasing Card ensuring all transactions are coded correctly and receipts are recorded. Performing and coordinates facility wide shopping for items such as Clothing Order Phase Privileges various youth Fun Days etc. Performs all accounts payable functions including tracking and processing of invoices. Submits order on CORE identify and safeguard youth and state monies. Backup to prepare all financial reports for submission including petty cash reports meal ticket reports/reconciliations.

Human Resources/Personnel Support:
Works closely with Administrators at Youth Centers Clinical Director Divisions HR Liaison and Human Resources Department Staff in regards tracking positions. 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. Maintains internal database which tracks all new hires and vacancies to ensure that all positions are filled in a timely manner. Works independently on assigning position numbers to new hires and following up with Human Resources to ensure all required paperwork is received in a timely manner. Tracks all Corrective/Disciplinary Letters issued to Youth Center staff. Serves as a Personnel Liaison to Youth Center employees for personnel benefits payroll issues and providing appropriate referrals. Identify monitor and track payroll and benefit problems and independently correct issues. Suggests courses of action for employees to follow/pursue in relation into the aforementioned issues. Create and establish checklists for hiring/termination of employees and coordinate implementation of paperwork. Develop procedures for and maintain personnel files which include all internal and external forms personal data sheets PDs etc.

Office Support:
Provides high-level administrative and technical support which involves assisting a Youth Center Director Assistant Director Clinical Director and Unit Managers 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 other technical program issues or matters. Provide technical advice administrative assistance and general office support including reception telephone assistance etc. is coordinated and disbursed as required. Special projects and complex issues are assigned approved and solutions implemented at an operational level. Position assists the Director in prioritizing workload time management and keeping abreast of important issues affecting administrative services in the Youth Center. This position is responsible for taking minutes at the monthly Leadership Team Meetings. This position functions as backup to customer inquiries in the absence of or when the needs of the Director or other administrative staff dictate. Personnel timekeeping procurement and budget issues are analyzed and recommendations made to the Director for example there may be billing issues or supply order discrepancies that need to be brought to the Directors attention. Prepares and mails property left at the time of release to client manager or last known address. Maintains Youth Center inventory of office supplies residential writing supplies hygiene and Youth Center maintained custodial supplies. Monthly track and report long distance phone call information.

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. 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

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

Conditions of Employment:

Be a minimum of 21 years of age with no felony convictions or history of domestic violence.
Full background check and reference check required.
This position requires State of Colorado residency at the time of application (unless otherwise identified in the posting) and residency within the state throughout the duration of employment in this position.
Motor Vehicle Record (MVR) Check required if an employee will drive a state-owned vehicle either in an on-going capacity while performing their normal day-to-day job duties OR on occasion for training/meetings/client visits/etc.
Must possess a valid non-restricted Colorado Drivers License.
Out-of-State Drivers License holders must obtain a valid non-restricted Colorado Drivers License within 30 days of employment start date.
Travel Will need to travel to various sites for training learning conferences and meetings.
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. Your results of the Diana Screen will be provided to the DYS and may be used as part of the Divisions decision to select you
Former State employees who were disciplinarily terminated or resigned in lieu of termination must:
- Disclose that information on the application.
- Explain why the prior termination or resignation should not disqualify you from the current position.
- Provide your employee number from your prior State employment. Absent extraordinary circumstances prior disciplinary termination or resignation in lieu of termination and failure to provide this information will disqualify the applicant from future State employment with CDHS.

CDHS Selection Process Explanation:

Employment history is calculated on a full-time basis (40/hrs per week). Part-time employment is calculated on a prorated basis to determine qualifications. Be sure your application specifically addresses your qualifications experience work products and accomplishments as they relate to the position and minimum requirements.

Minimum Qualification Screening Process :

A Human Resources Analyst will review the work experience/job duties sections of the online job application to determine whether your experience meets the minimum qualifications for the position. You must complete the official State of Colorado online application. Cover letters and resumes WILL NOT be reviewed during the minimum qualifications screening process. You must specifically document your work experience and qualifications. Do not use see resume or see attached.
You must meet the minimum qualifications to continue in the selection process. Part-time work experience will be prorated.

Comparative Analysis Process Structured Application Review:

After minimum qualification screening the comparative analysis process will involve a review and rating of all the information you submit.

Your Work Experience/Job Duties:

Document your work experience/job duties to the extent to which you possess the skills education experience minimum qualifications and preferred qualifications.
If listed answer all supplemental questions as your answers to these questions will be evaluated during this phase. Provide at least 4-8 sentences for each supplemental question.

Supplemental Questions:

Answer the supplemental questions completely and thoughtfully. We will rate your answers based on the content of your response and your writing skills (spelling grammar and clarity of your writing).

Appeal Rights:
You may file an appeal with the State Personnel Board or request a review by the State Personnel Director if your application is eliminated. You will find the appeals process the official appeal form and how to deliver it on theState Personnel Boardwebsite.

You or your representative must sign and submit the official appeal form for review.

You can find the official appeal form here.
You must be deliver the official appeal form to the State Personnel Board:
- By email () or
- Postmarked in US Mail to(1525 Sherman Street 4th Floor Denver CO 80203 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.

Contact the State Personnel Board for assistance:

At or
Refer to the Colorado Code of Regulations (CCR) 801-1 State Personnel Board Rules and Personnel Directors Administrative Procedures Chapter 8 Resolution of Appeals and Disputes within theRuleswebpage.

Supplemental Information

How to Apply

The Assessment Process

For additional recruiting questions please contact

About Us & Benefits:

If your goal is to build a career that makes a difference join 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 Colorado.Each of us is committed to contributing to a safe and accessible CDHS. In 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
Medicaland dentalhealth plans
Employer supplementedHealth Savings Account
Paid life insurance
Short- and long-term disability coverage
11 paid holidays per year plus vacation and sick leave
State of ColoradoEmployee BenefitHub Resource Center
Employee Wellness program
Excellent work-life programs such as flexible schedules training and more
Remote work arrangements for eligible positions
*Some positions may qualify for thePublic Service Loan Forgiveness Program.

Our Values

We believe in a people-first approach: We prioritize the needs well-being and dignity of the individuals families and communities we serve. We commit to respect fairness and access in every decision policy and interaction. We engage client voices and experiences in the development and implementation of the services we provide.
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.

ADA Accommodations:

CDHS is committed to a Colorado for 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.
This includes completing the application process interviewing completing any pre-employment testing participating in the employee selection process and/or performing 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.

EEO Statement:The State of Colorado is an equal opportunity employer

We are committed to increasing aColorado for ALLof our staff and providing culturally responsive programs and services. Therefore we encourage responses from people of all backgrounds and abilities. The State of Colorado believes that a Colorado for ALL drives 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.

Additional Support For Your Application:Toll Free Applicant Technical Support

If you experience technical difficulty with the NEOGOV system (e.g. uploading or attaching documents to your online application) call NEOGOV technical support at Mon-Fri between 6 am and 6 pm (Pacific Time). Helpful hints: if you are having difficulty uploading or attaching documents to your application 1) ensure your documents are PDF or Microsoft Word files and 2) close the document before you attempt to upload (attach) it.

Required Experience:

Junior IC

Department InformationThis position is open to current Colorado residents only.Please note: This recruitment may be used to fill multiple vacancies.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 co...