Program Assistant II Division of Youth Services (Education Services)

The DYS Education Office is responsible for delivering comprehensive educational services to adjudicated youth within a structured supportive and secure learning environment. The unit promotes high academic standards; the development of critical thinking communication collaboration and other 21st-century competencies; vocational and workforce readiness; and individual accountability for learning. Educational services include the provision and oversight of special education general education career and technical education and post-secondary programming to ensure alignment with state standards and individualized student needs. The work unit is responsible for the budget and human resources processes for six sites and the oversight of contracts educational products all technology use and technology infrastructure for education.

The work unit provides professional consultation guidance and technical assistance to community-based programs and Division of Youth Services (DYS) facilities serving DYS youth. It establishes coordinates and sustains collaborative partnerships with internal and external stakeholders responsible for delivering supplementing evaluating or monitoring educational services to ensure quality compliance and continuous improvement to support youth academic growth.

About the Position:

This position serves as an individual contributor and the primary administrative and operational coordinator for the Division of Youth Services (DYS) Education Office. The position provides comprehensive program support in fiscal management procurement human resources contract administration technology and office operations. Although the position does not supervise employees it provides guidance to other education program assistants it independently coordinates statewide administrative processes monitors work products and deadlines interprets and applies State Fiscal Rules State Personnel Rules and departmental policies and serves as a liaison between Education leadership and internal and external stakeholders.

The position supports the Education Director and Education Program Directors by coordinating business operations monitoring fiscal and personnel activities facilitating procurement and contract-administration processes and maintaining systems that support statewide education programs. As an individual contributor the position is accountable for the quality accuracy timeliness and compliance of its assigned work and provides technical guidance and training to Education Office Coordinators and Program Assistants without exercising supervisory authority.

The position develops and implements standardized administrative procedures tracking systems templates and training resources to improve consistency and accountability across the Education Office. It exercises independent judgment within established policies and delegated authority to coordinate competing priorities research and resolve operational issues and recommend process improvements. The position consults with the Education Director assigned supervisor or appropriate subject-matter expert when matters require program-level authority formal policy interpretation or decisions outside the positions delegated responsibility.

Summary of Duties:

Fiscal Management and Contract Monitoring

• Serves as the primary administrative coordinator for budget monitoring procurement purchasing contract documentation and fiscal data tracking for the DYS Education Office and its five committed education programs. Maintains accurate fiscal records and works closely with the assigned budget analyst Education Director program leadership accounting staff procurement staff vendors and the CDHS Contract Office to monitor expenditures spending plans projects purchasing activity and available resources.

• Develops and maintains budget projections using historical expenditures current spending patterns planned projects known obligations and anticipated program needs. Tracks federal and state budget lines object codes commodity codes encumbrances invoices purchasing-card activity project expenses and spending deadlines. Reconciles fiscal records against CORE and other departmental records researches discrepancies and coordinates necessary corrections with the appropriate fiscal or accounting authority.

• Coordinates procurement requests for the Education Office by reviewing documentation for completeness confirming that funding has been identified researching applicable purchasing requirements and routing requests to the authorized approving authority. Provides technical assistance to staff regarding purchasing methods required documentation allowable expenses vendor payments travel reimbursement and applicable deadlines.

• Monitors contracts purchase orders invoices vendor payments and project deliverables to identify missing documentation processing delays incorrect charges or other compliance concerns. Serves as the primary point of contact between the Education Office vendors contractors accounting procurement and the Contract Office for routine fiscal and contract-administration matters. Complex issues contract modifications disputed terms and matters requiring formal fiscal authority are presented to the Education Director assigned budget analyst procurement staff Contract Office or other authorized official.

• Prepares monthly and ad hoc financial reports projections spending summaries and project updates for Education Office leadership. Identifies emerging spending concerns explains significant variances and recommends administrative actions to support short- and long-range planning. Maintains procurement and fiscal records in accordance with State Fiscal Rules State Procurement Code CDHS and DYS procedures contract requirements grant or federal funding conditions record-retention requirements and guidance from authorized fiscal staff.

Office Operations and Program Coordination

• Serves as the primary administrative and operational coordinator for the Division of Youth Services (DYS) Education Office supporting the Education Director and Education Program Directors in the administration of statewide education programs. Coordinates daily business operations by managing executive calendars scheduling meetings preparing agendas and supporting materials documenting meeting outcomes monitoring action items and ensuring timely completion of program initiatives and organizational priorities.

• Coordinates administrative processes supporting general education special education career and technical education postsecondary education and other statewide initiatives. Researches administrative issues interprets and applies State and departmental policies and procedures develops standardized office processes and recommends operational improvements that enhance efficiency consistency and compliance. Serves as the primary resource for Education Office administrative operations by coordinating technology resources official functions professional development activities office communications and administrative systems while collaborating with internal and external stakeholders to support program objectives.

Human Resources and Program Data Tracking

• Serves as the primary administrative coordinator for confidential human resources processes and workforce data tracking within the DYS Education Office. Coordinates and monitors personnel actions throughout the employment cycle including recruitment hiring promotion position changes performance management employee separation and offboarding. Initiates and tracks Personnel Action Forms (PAFs) and eClearance actions reviews documentation for completeness and accuracy monitors approval timelines and communicates with supervisors appointing authorities and Human Resources to address outstanding requirements or discrepancies.

• Maintains centralized tracking systems for vacancies recruitment activity personnel actions required licenses performance management deadlines position allocations and other workforce information. Analyzes data to identify missing documentation approaching deadlines processing delays and inconsistencies across Education Office Human Resources and eClearance records. Prepares status reports for Education Office leadership and recommends follow-up actions to keep personnel processes moving forward.

• Coordinates administrative components of recruitment and selection processes by preparing vacancy documentation tracking posting and referral timelines coordinating subject-matter expert reviews and interview materials and providing procedural guidance to hiring managers and panel members. Ensures recruitment records scoring materials and selection documentation are complete consistent confidential and submitted according to applicable requirements.

Other Duties as Assigned

• Any other duties as assigned as needed

• 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
• Relevant Years of State Experience

• Be a minimum of 21 years of age

• 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.

• Must travel to training events and shadowing events and other state DYS facilities

• 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.

• 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.
    
    
    

• 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.

• 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 in the application form. 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 involvereviewingand rating of all the information you submit.The comparative analysis step may also include your results from standardized testing.

• 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.

• 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).