Job Information
State of Colorado Program Assistant II - Forensic Support Team Program Assistant Hybrid in Denver, Colorado
Program Assistant II - Forensic Support Team Program Assistant Hybrid
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Program Assistant II - Forensic Support Team Program Assistant Hybrid
Salary
$57,708.00 - $75,024.00 Annually
Location
Denver, CO
Job Type
Full Time
Job Number
IIB 06065 11/01/2024
Department
Colorado Department of Human Services
Division
OBH - CMHIP
Opening Date
11/01/2024
Closing Date
11/18/2024 11:59 PM Mountain
FLSA
Determined by Position
Type of Announcement
This position is open only to Colorado state residents.
Primary Physical Work Address
3824 W Princeton Circle Denver, CO 80236
FLSA Status
Non-Exempt; position is eligible for overtime compensation.
Department Contact Information
jazzma.gamboa@state.co.us
How To Apply
Please submit an online application for this position at https://www.governmentjobs.com/careers/colorado. Reach out to the Department Contact to apply using a paper application, including any supplemental questions. Failure to submit a complete and timely application may result in the rejection of your application. Applicants are responsible for ensuring that application materials are received by the appropriate Human Resources office before the closing date and time listed.
Description
Benefits
Questions
Department Information
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CDHSCareers
This position has a HYBRID Schedule 2 days a week in office on Ft Logan campus (Denver) and additional days as required for program sup po rt
About the Office of Civil and Forensic Mental Health (OCFMH)
Located within the Colorado Department of Human Services (CDHS), the Office of Civil and Forensic Mental Health (OCFMH) is responsible for policy development, service provision and coordination, program monitoring and evaluation, and administrative oversight for the public behavioral health system. OCFMH funds, supports, and monitors numerous mental health and substance abuse community programs and providers. OCFMH also operates
the Colorado Mental Health Hospitals at Fort Logan and Pueblo and the Forensic Services Division. OCFMH executes the States’ federal responsibilities as the State Mental Health Authority and State Substance Abuse Authority for the purposes of administering federal mental health and substance abuse block grant funds. The Forensic Services Division is responsible for six departments including Forensic Community Based Services (FCBS), Jail Based Evaluation and Restoration (JBR), Outpatient Restoration (OPR), the Forensic Support Team (FST), the Court Services Department and the Operations Department.
Description of Job
About the Position:
This position provides high level administrative and technical support and assists the program director and other professional staff applying knowledge of or interpreting basic principles, rules, regulations, policies, precedents and other guidelines specific to the program or professional subject area in order to resolve problems, answer questions, and
provide information and/or advise on technical program issues for the FST. This position provides technical assistance and oversight on unit processes and protocols, such as reviewing travel requests, correspondence, inventory and technology, schedule coordination, meeting and/or training facilitation, meeting agendas and minutes, interviewing, hiring, onboarding, and offboarding, invoicing, personnel action forms (PAFs), budgets and purchasing, and office management. This position serves as the first point of contact for consumers, citizens, legislators, federal, state and county and elected
officials and other stakeholders. The position assists with researching, resolving, or assigning for resolution any issues or complaints received in the work unit. The position acts as liaison with other agencies and utilizes information and knowledge to resolve difficult or unusual situations. This position exists to provide management and administrative support to the Program Director for the Forensic Support Team. It provides solutions by developing and implementing work processes for projects that are complicated and politically sensitive. This position provides high-level technical support and performs office management duties for the unit to ensure that program goals and objectives are achieved, to conduct quantitative research to assist in program planning and evaluation, and to assist in the design and distribution of program materials. The position is relied upon to translate conceptual strategies and goals into concrete plans and procedures.
Program/Office Management:
On behalf of the FST Program Director, this position provides high level support to the director and other department supervisors and staff as requested or in conjunction with office management duties.
The PA serves as the primary point of contact for internal and external stakeholders and manages customer service for the unit, including complaints from internal and external stakeholders from point of receipt to resolution. In doing so, this position receives, interprets, researches, problem solves, and responds verbally and in writing to internal Forensic Services departments, state and federal agencies, stakeholders and the general public.
The position reviews, files and/or monitors confidential information and will compose correspondence for the Program Director’s signature.
The PA is responsible for collaborating with the Human Resources Department in all position descriptions, job postings, hiring, interviewing, and termination processes including use of the Personnel Action Form (PAF) system.
This position also oversees and ensures accuracy within the department’s timekeeping reporting and use of the UKG system.
The PA also oversees all inventory, technology, and related ordering and purchasing through purchase agreements and use of the P-card, as well as associated invoicing, billing, and receiving reports.
The PA will assist in the oversight and use of the department’s budget in collaboration with the director.
Travel Support and Program Scheduler:
This position directly manages all travel requests for all FST staff, including in-state and out-of-state requests.
In doing so, this position makes travel arrangements including lodging, transportation, event registration, transportation, per diem rates, etc.
The PA adheres to state travel and fiscal rules and advises staff on selection of
appropriate travel options based on their knowledge of travel rules and regulations for the division.
This position schedules meetings, creates agenda’s, takes meeting minutes, and disseminates information on behalf of the department.
The PA may schedule and/or contribute to presentations or informational materials, official function forms and financial needs, determines attendees, and communicates with all parties.
The PA directly manages the program director’s schedule and new requests for meetings from external sources.
Participates in and supports work unit meetings/functions.
This position then ensures all appropriate documentation is complete, accurate,
received, timely processed, and any invoicing/receipts/etc., are accurately submitted.
Communication/Coordination/Liaison:
The Program Assistant serves as a first point of contact and program liaison for consumers, citizens, legislators, Governor’s Office, federal, state and county elected officials and other stakeholders.
In communicating with such stakeholders, one will accept complaints and may interview individuals to determine issue(s) and possible resolution or whether to delegate issues/requests to other divisions or agencies for response.
The PA follows up with assigned parties regarding final outcomes. Throughout the process, the PA informs the Program Director and ensures any research and potential resolutions are accurate, which at times may require use of leadership assistance.
This position works with the department to create and ensure materials to disseminate to stakeholders are up to date to date, accurate, and relevant. Records must be kept through a tracking system, which this position will design, implement,
and manage in order to track key information and outcomes. When coordinating for official functions, training, or presentations with stakeholders all travel, purchasing, and arrangements will be facilitated by this position. Internal communication is supported through this position’s attendance at various meetings, which this position assists in facilitating and ensures relevant information is disseminated, clarified, and understood.
Project Management:
The PA for FST designs and implements special projects at the request of FSDV leadership and in response to team and/or departmental needs.
These projects may include research and reports as well as communication,
critical thinking, and independent decision making.
The PA may assist in any associated external communication regarding such projects, as well as potential training.
Other Duties as Assigned:
Completes other duties as assigned
Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights
Minimum Qualifications:
Five years (5) of experience in Administrative, Program Assistant or similar position
Substitutions:
Additional appropriate education will substitute for the experience requirement on a
year-for-year basis
Preferred Qualifications:
Technical Proficiency: Proficiency in relevant software applications and technical tools commonly used in administrative roles, such as Google Suite, Microsoft Office, Adobe, database management systems, and project management software.
Strong Communication Skills: Excellent verbal and written communication skills are often preferred, especially given the role's interaction with various stakeholders. Candidates who can effectively communicate complex information clearly and professionally may be preferred.
Problem-Solving Abilities: Strong problem-solving skills, including the ability to analyze complex problems, identify root causes, and develop creative solutions independently, may be preferred. Candidates who have a track record of effectively resolving issues and improving processes may be preferred.
Organizational Skills: Strong organizational skills, including the ability to manage multiple tasks, prioritize work effectively, and meet deadlines in a fast-paced environment, may be preferred. Candidates who can demonstrate attention to detail and accuracy in their work may be preferred
Previous state experience
Experience with monitoring time cards, i nvoices , keeping agendas , managing team communications , utilizing spreadsheets, budget and data tracking
Conditions of Employment:
Former State employees who were disciplinarily terminated or resigned in lieu of termination must disclose the information on the application and provide an explanation as to 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.
Must have a valid unrestricted U.S. Driver's License
May travel for certain department related events/needs.
On-call Status – While not regularly occurring, this position directly assists critical aspects of the department and the director’s roles. There are times when unusual circumstances may arise requiring this position's support.
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 acknowledgement 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.
Supplemental Information
How to Apply (https://cdhs.colorado.gov/information-for-job-applicants#how-to-apply)
The Assessment Process
For additional recruiting questions, please contact jazzma.gamboa@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 (https://www.colorado.gov/cdhs) (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
information, go to https://www.colorado.gov/pacific/dhr/student-loan-forgiveness-programs .
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 the full inclusion of 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, including completing the application process, interviewing, completing any pre-employment testing, participating in the employee selection process, and/or to perform 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 our ADAAA Coordinator, Nancy Schmelzer, at cdhs_ada@state.co.us or call 1-800-929-0791.
THE STATE OF COLORADO IS AN EQUAL OPPORTUNITY EMPLOYER
Toll Free Applicant Technical Support (https://cdhs.colorado.gov/information-for-job-applicants#technical-support)
The State of Colorado offers permanent employees a variety of benefits including medical, dental, life and disability insurance, as well as a comprehensive leave program. Please click the following link for detailed information: www.colorado.gov/pacific/dhr/benefits
Please note that each agency's contact information is different; therefore, we encourage all applicants to view the full, official job announcement which includes contact information and class title. Select the job you wish to view, then click on the "Print" icon.
01
Former State employees who were disciplinarily terminated or resigned in lieu of termination must disclose the information on the application. In the space below, please provide an explanation as to why the prior termination or resignation should NOT disqualify your application from the current position.
02
The bottom of this job announcement provides links to additional information on how to apply, the assessment process, toll free applicant technical support, and about how the State of Colorado is an equal opportunity employer. Please acknowledge below that you have read the information provided in these links.
This information is available to me and I have read this information.
I am unable to access the links with this information on the job posting. (If you select this option, please contact the recruiter, whose information is listed on this announcement, so that they can send this information directly to you.)
03
Your legal name is used in the hiring process for background checks. Did you use your full legal name in your application? If not, please update your information before submitting your application.
Yes
No
04
If you are a current or former State of Colorado employee, please list your employee number (starts with 997...). Failure to provide this requested information may render your application incomplete, and you may no longer be considered for the position.
05
Describe a time when you had to manage multiple tasks or projects with tight deadlines. How did you prioritize and ensure quality in your work?
06
How do you handle situations where you need information or a solution, but direct assistance isn't immediately available? Provide an example.
07
Tell us about a time when you identified a potential issue or area for improvement in a process. How did you approach the situation, and what was the outcome?
08
How do you ensure effective and timely communication with team members and supervisors? Describe a situation where your communication skills positively impacted a project or task.
09
Please provide a writing example: "You need to follow up with a team member who has not responded to your initial request for information needed to complete a project (submitting their mileage and travel expense report to you for processing). Write an email that politely reiterates your request, emphasizes the importance of their timely response, and provides a clear deadline for when the information is needed."
Required Question
Agency
State of Colorado
Address
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Website
https://careers.colorado.gov/
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