Administrative Assistant

Title: Administrative Assistant - Part Time - Program Assistant I - Division of Community Programs

Location: Denver United States

Salary

$25.67 - $41.07 Hourly

Location 

Denver, CO

Job Type

Part Time

Job Number

Department

Colorado Department of Human Services

Division

OCYF (Office of Children, Youth & Families)

Job Description:

This position is  open only to Colorado state residents

Most State of Colorado employees are eligible for a great benefit package! Please see the Supplemental Information section below for details!

Physical Job location: 

1575 Sherman St 

Denver, CO 80203

About the Division of Youth Services: The Division of Community Programs (DCP) works to create and elevate a community of practice around the work of the community-facing units within the Office of Children, Aging, and Community Services (OCACS). DCP develops and State of Colorado 

maintains effective working relationships between OCACS and OCACS grantees, Tribes, county departments of human/social services, and other partner organizations and their activities related to community outreach, technical assistance, grant distribution, contracts and budgeting, board and commission recruitment, and incorporation of family/youth voice in policy making. DCP strives to implement, serve, and nurture partnerships and family/youth engagement through our community-facing funding and programming.

 

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CDHSCareers

Weekly Hybrid Working Arrangements

Minimum 2 days In Office and Maximum 3 days Remote Work

Purpose of Position- This position will be responsible for various administrative tasks to support program functions within the Division of

Community Programs. Administrative tasks of this position include the following duties: scheduling meetings; responding to the general email inbox(es); maintaining calendars; website maintenance; taking meeting notes; distributing meeting materials; purchasing office supplies; assisting with travel and expense reimbursements; assisting as back-up for contracting and fiscal duties; and performing other general administrative duties as assigned.

Job Duties - 

Budget and Finance Support - 

• Purchases, receives, and stores supplies, training material, software licenses, etc. for assigned programs.
• Manages and reconciles purchase card (P-Card) used for purchases, official functions, travel, program
• supplies, and other purchases, ensuring compliance with all fiscal rules regarding P-Card purchases.
• Maintains purchasing records in compliance with accounting and procurement requirements.
• Provides records for any audit requests to purchasing card authorities in a timely manner, and with appropriate
• supporting documentation.
• Assist fiscal team staff with the grantee purchase orders and contracts when the need arises.
• Assist teams with invoice processing as needed.

Program Support -  

• Assists assigned programs with duties to include: responding to general program email and phone calls, maintaining an electronic filing system for program functions, monitoring documents in the clearance and e-Clearance processes, schedule meetings, format and edit program documents, and fulfill general copying, faxing, and mailing requests by program staff. 
• Manages operational aspects of program events, council, and board meetings to include: maintaining program and public meeting calendars, obtaining official function approvals, sending agendas, managing all aspects of meeting technology platforms, writing and distributing meeting minutes, assisting work groups with meeting logistics, submitting board packets to Boards and Commissions liaison within CDHS Legislative Affairs and Communications as required.
• Prepares Official Function Forms, schedules facilities, and selects menus and caterers as required by program staff.
• Monitors deadlines and assures timely submission of grant reports by program staff.
• Assists assigned programs with special projects, including arranging meetings, developing agendas and meeting materials, writing and distributing minutes.
• Maintains filing systems and tracking spreadsheets for various functions and projects, as directed by the program staff.
• Prepares and coordinates travel requests for project staff with the Accounting department and/or Executive
• Director's office, sets up transportation and lodging arrangements for program staff as well as Board members and others as instructed by program staff.
• Manages external communications, including content, non-professional design, and updates for websites, newsletters, social media and press releases.
• This position serves as the program's subject matter expert on CDHS travel policies and procedures and is responsible for the unit's compliance with those policies and procedures.
• Assists in updating project management tools (e.g. SmartSheets, Google Sheets) and displaying data on the website dashboard.
• Assists with special projects by scheduling meetings, creating polls and surveys, and general logistical tasks.
• Maintain all program records and destroy upon completion of storage period as defined in CDHS policy.
• Initiates and tracks eClearance and paper clearance items for assigned programs.

Support & HR Liaison- 

• Follows administrative and office procedures to ensure efficiency and effectiveness of assigned programs.
• Coordinates with the DCP Program Assistant II regarding changes to administrative and office procedures.
• Assists with the identification of technological needs, office equipment, space and supply needs, and fulfill those needs within budgetary and procurement requirements, ensuring compliance with ADA, and maintaining related records. Coordinates with the DCP Program Assistant II to support in these areas. 
• Coordinates with telecommunications, OIT, Facilities and/or vendors to set up and maintain employee work
• space and hardware/software needs. 
• Creates and tracks personnel action forms (PAFs) through the eClearance system, ensuring all required
• paperwork is uploaded in a timely manner and program staff are kept informed of the status of the PAF. 
• Serves as a liaison for Rewards and Incentives Form submissions as well as tracking years of service milestones and verifying that time accrual rates and other benefits are updated per Human Resources rules. 

Other Duties as Assigned - Other duties as assigned in support of the Departmental, Office, and/or Program objectives.

• Please read the entire job announcement and follow all of the instructions prior to completing the application.  You must provide documentation to be given credit for it.  There will be no exceptions on timelines to provide documentation. All documentation must be uploaded- this is the first evaluation in the selection process*

Note:

Applications will be reviewed to determine if you meet the minimum qualifications for the position. If it is determined that you meet the minimum qualifications, your application will also be used as part of the examination process.  You should ensure that your application specifically addresses the requirements as listed in the minimum and preferred qualifications, as well as the job duties and the highly desired competencies. Take the time to adequately address your specialized experience, work products, and accomplishments as they relate to the position.

MINIMUM QUALIFICATIONS: 

Education/Licensure/Certification/Experience:

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:

• Prior experience working with non-profit organizations, counties, community partners, or boards/commissions
• Prior experience working in a state system

 

Conditions of Employment:

• Standard Background ALL CDHS employees (non-direct contact): CBI name check, ICON Colorado court database, Medicare fraud database, Reference checks, Professional License verification (licensure requirements), and drug screen (commercial Driver's license)
• MOTOR VEHICLE RECORD CHECK: This position will drive a state fleet or non-state fleet vehicle for State business purposes.
• Former State employees who were disciplinarily terminated or resigned in lieu of termination must (1) disclose that information on the application (2) provide an explanation why the prior termination or resignation should not disqualify the applicant from the current position, (3) provide the employee number from the applicant's 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.

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 (dpa_state.personnelboard@state.co.us), 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 acknowledgment of the department's action.

For more information about the appeals process, the official appeal form, and how to deliver it to the State Personnel Board; go to spb.colorado.gov; contact the State Personnel Board for assistance at (303) 866-3300; or refer to 4 Colorado Code of Regulations (CCR) 801-1, State Personnel Board Rules and Personnel Director's Administrative Procedures, Chapter 8, Resolution of Appeals and Disputes, at spb.colorado.gov under Rules.

How to Apply

The Assessment Process

 

For additional recruiting questions, please contact brennon.watts@state.co.us. 

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 well-being 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 www.copera.org 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

• Some positions may qualify for the Public Service Loan Forgiveness Program. For more

Our 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 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 cdhs_ada@state.co.us.

~THE STATE OF COLORADO IS AN EQUAL OPPORTUNITY EMPLOYER~

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