Colorado State Program Assistant II - Division of Youth Services in Denver, Colorado

Program Assistant II - Division of Youth Services

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Program Assistant II - Division of Youth Services

Salary

$4,144.00 - $5,848.00 Monthly

Location

Denver, CO

Job Type

Full Time

Department

Colorado Department of Human Services

Job Number

IKA 05144 04/06/2018

Closing

4/23/2018 11:59 PM Mountain

  • Description

  • Benefits

  • Questions

Department Information

Open to Colorado residents only

About the Division of Youth Services: The DYS Central Office (Director's Office) includes all Central Division administration activities and responsibilities related to the management and oversight of State-operated institutions and privately contracted residential and non-residential services for both detained and committed youth. In addition, DYS administers a community-based system that includes case management and parole services and Senate Bill 91-94 Community-based Detention Services. The Director's Office maintains responsibility for the following administrative functions: establishing and monitoring standards for service; developing policies and procedures; developing and allocating resources for programs and providing administrative systems to support programs, such as data, financial management, and contracting systems; developing and implementing short-term and long-term planning initiatives to address DYS's current and future program and resource needs.

Division of Youth Services Vision: Achieving youth success and safer Colorado communities.

Division of Youth Services Mission: It is the mission of the Division of Youth Services 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 development.

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: www.colorado.gov/cdhs/dys

Description of Job

Position Description

This position provides high-level administrative and technical support to the Associate Director of Facility Operations, Directors of Facility Operations and Facility Support and the professional staff of the Facility Operations unit. Position works independently most of the time and makes decisions for senior managers regarding the design and implementation of data collection and management reporting systems, public presentation templates and quality assurance mechanisms. The position also assists the administration of 10 state-operated facilities, Director's Office Executive Managers and work units such as Research, Performance Improvement and Financial Services in performance of operational and cross-disciplinary activities. The position works independently and in committee work groups to identify and determine processes and solutions to meet the strategic and operational objectives of numerous aspects of the Division's Central Office functions. The position is responsible for identifying office problems or areas that need strengthening and the developing action plans to correct issues identified.

Job Duties

  • Assists the Associate Director and his/her staff in execution of duties to manage Facility Operations and the Division.

  • Coordinates meetings and prepares meeting materials as instructed.

  • Develops and implements tracking systems for Division and Department clearance.

  • Conducts research and compiles information related to projects for the Associate Director and professional staff; determines work processes and objectives to accomplish operational objectives prescribed by management.

  • Researches, makes recommendations and develops reports in special project areas as assigned by the Associate Director(s), DYS Director, Facility Operations Directors and managers of other work units (e.g. Research, Senate Bill 94, Financial and Capital Services, Data Management and Analysis, Communication).

  • Designs and implements special projects for agency Director, Associate Directors, and senior administration and management of multiple work units.

  • Organizes and produces meeting minutes for DYS Leadership Team, Facility Directors Group and other management meetings in which the Associate Director and their staff are involved.

  • Demonstrates initiative in identification of areas for increased efficiency and effectiveness, problem solving and making decisions to help simplify, improve and/or change current systems, processes and procedure.

  • Determines critical issues that need to be reviewed by the Associate Director and his/her staff for appropriate and timely disposition;

  • Determines design and implementation of procedures necessary to manage projects for the Associate Director and his/her professional staff;

  • Determines best solutions to retrieve, manage and report DYS Director's Office level information both within work unit and across work units and departments.

  • Prioritizes a variety of functions and tasks for the Associate Director and his/her staff on a daily basis in an extremely busy office with a variety of competing demands.

  • Determines relationships between DYS work units and data elements to create processes, quality assurance systems and reports compliant with CDHS and agency policy, procedure and practices.

  • Communicates with staff at multiple levels through the Department regarding clearance that must be returned for revision including proposed policies and other high-level materials. Communicating the substance and content of required changes in submitted documents to Management and supervisory staff while maintaining positive relationships; requires finesse and exceptional communication skills.

  • Determines information relevant for communication to DYS Leadership Team and Facility Directors and how best to illustrate and present that information, orally and in writing.

Database Development, Maintenance and Implementation

  • Studies information related to PREA regulations and oversight, data management and reporting, facilities management and agency policy, procedure and practices to analyze how it fits together and resolves problems related to specific information management and performance management oversight systems.

  • Trains general professionals, facility administrators and supervisors in management information systems operations and reports; with specialization in database and recordkeeping systems.

  • Represents the information technology needs and priorities of facility administrators in statewide decision-making committee regarding TRAILS developments and modifications

  • Determines most relevant information to be collected to meet current and future information needs of a variety of work units and Senior Managers within the Division;

  • Determines what software technology is most appropriate for meeting the objectives of special projects and program areas assigned by Division Director, Associate Directors and their professional managers and staff.

  • Decides priority of multiple complex and competing technical projects for management oversight

  • Determines what policies, rules and guidelines regarding information management and technology best apply and what program areas and management level must be consulted with in the development of specific data storage and management information solutions.

  • Recommends the most effective and efficient way to record and retrieve information from TRAILS client database in order to analyze it to meet current and future information needs and how that compares with other methods and systems for collecting similar data.

  • Analyzes how to link various databases and information sources into a unified, simplified and consistent information management system.

Office Manager for the Associate Director and Staff

  • Serves as the first point of contact for DYS internal and external customers including program managers and staff, Executive Management, citizens, other State Agencies, CDHS Departments, and other community stakeholders.

  • Provides technical assistance and 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 Facility Operations communication and reports and brings them to the attention of the Associate Director and his staff

  • Informs the Associate Director and his/her staff of potential problems, either internally or externally, and recommends solutions.

  • Coordinates Division and unit meetings and prepares agendas and support materials as instructed by the Associate Director and his/her staff.

  • Develops and maintains filing systems and tracking spreadsheets as need for various Division functions.

  • Identifies workflow issues for the Division and suggests solutions.

  • Determines needs and orders materials for Work Unit functions.

  • Manages internal processes for considering fiscal rules, purchasing guidelines and available allocations and determines which policy applies to the purchase; collects and maintains budget records for various funding streams and makes timely reports to management and work unit professionals

  • Decides what questions and requests for information can be addressed by this position versus those that need to be referred to program staff or Division managers.

  • Decides if information requested is confidential and whether it can be released or not to the requestor.

  • Determines how to organize workload to address multiple program and Division needs.

  • Balances meeting the needs of a broad variety of internal and external stakeholders in a fast-paced Division with very short time frames for deliverables; successfully prioritizing duties and unanticipated requests in this environment requires strong critical thinking and analytical skills and well as the ability to negotiate tasks and timeframes with Executive and Senior Managers.

  • Required to understand the rules, policies and functioning of several different program areas and various high level special projects to effectively respond to questions, requests and special project assignments.

  • Must interpret the specific requirements of individual cases and technical program issues to ensure most appropriate guidelines are applied and exceptions for individual circumstances are accounted for (guidance obtained from fiscal and procurement rules, CDHS and DYS policy, internal and external subject matter experts and managers).

Schedule, Budget, Travel Managers

  • Makes travel arrangements for Associate Director and managers and staff of Facility Operations.

  • Manages schedule, communications and travel arrangements for overtime and temporary staff exchanges between two or more state-operated facilities in times of staff shortages or other operational demands.

  • Manages travel and budget correspondence routed to the Associate Director for approval, reviews for content providing the Associate Director with assurances that requests are ready for approval and meet all Department, Fiscal and Procurement guidelines.

  • Manages out of state travel requests and arrangements.

  • Identifies and exercises judgment and skill to resolve any issues, problems or questions which arise from these management duties.

  • Uses sound judgment to approve expenditures for the Facility Operations budget, and grants, contracts and purchase orders as compliant with fiscal and procurement rules and Department and Division policy and practice.

  • Coordinates meetings, prepares agendas, briefing or support materials for Associate Director and his/her staff meetings, presentations and speaking engagements.

  • Determines accuracy and relevance of expenditures to ensure cost-effective support of programs and compliance with legislative appropriations, grant guidelines and policies

  • Determines whose presence is appropriate and required communications for specific meetings and presentations; communicates dates and logistics to appropriate managers and program assistants.

  • Detects inconsistencies in expenditures or reporting anomalies that are related to Division and program budgets; determines if reports require correction prior to further clearance.

  • Determines if approval is appropriate for travel and mileage reimbursements and invoices.

  • Decides action necessary to comply with procurement audits and audit findings.

  • Position must consider fiscal rules, purchasing guidelines and available allocations when planning budget or travel expenditures.

  • Determines how to resolve reservation problems and correct invoicing issues.

  • Needs to make independent judgement in time-pressured situations regarding whether to purchase goods or services as requested by professional staff and managers or what alternatives should be recommended to be cost efficient.

Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights

The Colorado Constitution, Article XII, Section 13 requires that applicants for state classified government jobs be residents of Colorado.

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:

Five years of general clerical experience.

Administrative Assistant II level experience consists of creating and revising office procedures; writing office procedure manuals; designing forms and processing steps; designing general office record keeping systems; compiling and formatting the content for program materials such as annual reports and newsletters; and accounting for the unit's allotted funds by authorizing (signing) operating expenditures.

Substitutions:

College, university, or non-correspondence business school course work may substitute on a year-for-year basis for the general experience.

You MUST submit a copy of your transcripts with your application materials if you are substituting education course work for experience.

Required Competencies:

  • Excellent customer service and interpersonal skills

  • Superb written and oral communications skills

  • Self-directed and motivated work ethic

  • Strong analytical skills

  • Organizational skills and compelling attention to details

  • Must maintain a high level of confidentiality

  • Ability to research and gather data

  • Attention to detail

Preferred Qualifications:

  • Ability to multi-task various priorities

  • 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

  • Experience tracking and managing a budget

ONLY APPLICANTS WHO MEET THE MINIMUM REQUIREMENTS BY THE CLOSING DATE SHALL BE CONSIDERED FOR THIS POSITION.

Conditions of Employment:

  • Must be 21 years old or older

  • Must possess and maintain a valid Colorado drivers license

  • Must have no felony convictions and no violent history

  • Must pass a drug screen

  • Must be able to work in a locked, secure facility

APPEAL RIGHTS:

If you receive notice that you have been eliminated from consideration for the position, you may protest the action by filing an appeal with the State Personnel Board/State Personnel Director within 10 days from the date you receive notice of the elimination.

Also, if you wish to challenge the selection and comparative analysis process, you may file an appeal with the State Personnel Board/State Personnel Director within 10 days from the receipt of notice or knowledge of the action you are challenging.

Refer to Chapters 4 and 8 of the State Personnel Board Rules and Personnel Director's Administrative Procedures, 4 CCR 801, for more information about the appeals process. The State Personnel Board Rules and Personnel Director's Administrative Procedures are available at www.colorado.gov/spb.

A standard appeal form is available at: www.colorado.gov/spb. If you appeal, your appeal must be submitted in writing on the official appeal form, signed by you or your representative, and received at the following address within 10 days of your receipt of notice or knowledge of the action: Colorado State Personnel Board/State Personnel Director, Attn: Appeals Processing, 1525 Sherman Street, 4th Floor, Denver, CO 80203. Fax: 303-866-5038. Phone: 303-866-3300. The ten-day deadline and these appeal procedures also apply to all charges of discrimination.

Supplemental Information

After submitting an application, you should receive an immediate email acknowledging your submission. If you do not get the email, please check to ensure you have actually submitted the application and typed the correct email address on the application.

Include a working email address on your application; one that is checked often as time sensitive correspondence WILL take place via email. You may receive email notifications from a Colorado Dept of Human Services employee or from this email address info@governmentjobs.com It is your responsibility to ensure that your email will accept these notices and/or review your junk mail and spam filtered email; if you do not receive correspondence soon after the closing date, please contact the "Department Contact" listed in this announcement.

The Assessment Process:

Colorado Revised Statutes require that state employees are hired and promoted through a comparative analysis. The comparative analysis for this position may include a review of your application material and your responses to any supplemental questions by a Subject Matter Expert (SME) and/or an assessment to determine Microsoft Office skill level. After the assessment(s) have been scored an eligible list will be created and a referral with the top 6 ranking candidates will be sent to the hiring manager for final consideration.

Be sure the "Work Experience" section of your application is complete and specifically addresses your qualifications, experience, and accomplishments as they relate to the Description of the Job, Minimum Qualifications, Required Competencies and Preferred Qualifications as listed above. Resumes and "see resume" statements will not be accepted in lieu of the "Work Experience" section of the application. Failure to include adequate information or follow instructions by the closing date may result in your application not being accepted and/or may affect your score, rank or inclusion in the final pool of eligible applicants.

SCHEDULED DATES OF POSSIBLE APPLICANT ASSESSMENTS (I.E., EXAMS, ORAL BOARDS, WRITTEN EXAMS) OR INTERVIEWS WILL NOT BE MADE UP. IF YOU FAIL TO SHOW AT THE APPOINTED DATE/TIME, MAKE-UPS WILL NOT BE ALLOWED.

If you have transcripts, a license or other relevant documentation regarding your qualifications, upload and attach copies to your application.

Note: Transfers, voluntary demotions and reinstatements are required to apply and participate in the selection process.

Former employees of the Colorado Department of Human Services (CDHS) who were terminated for disciplinary reasons, or resigned in lieu of termination, must disclose the information on your application and may not be eligible for employment at CDHS.

Any person with a disability as defined by the Americans with Disabilities Act (ADA) may be provided a reasonable accommodation upon request to enable the person to complete an employment assessment. To receive the accommodation, the person making the request must present medical documentation that describes the impairment which justifies the accommodation. Because it requires several days for CDHS to evaluate the request and prepare for the accommodation, it is essential for the person who believes he/she may need an accommodation to locate or obtain the documentation that he/she intends to submit well in advance of the assessment date. Failure to provide the medical documentation three days in advance of a comparative analysis could make it impossible for CDHS to prepare for and provide the requested accommodation. To request a reasonable accommodation for this assessment, please contact Bridget Clawson Braaten at 303-866-4373 or bridget.clawson@state.co.us or the contact listed on this announcement three days before the assessment date.