(CDPS ONLY) OVP Program Assistant

Department Information

Description of Job

The work unit exists to improve the physical and emotional recovery of Colorado’s crime victims and to restore victims’ confidence in the criminal justice system. To achieve this goal, the unit conducts the following statewide activities:

• Development, implementation, and enforcement of the Standards for the administration of victim programs;

• Investigation, mediation and enforcement of compliance with constitutional and statutory requirements to protect the rights of crime victims;

• Development of public policy initiatives for victim services in Colorado, including coordination and collaboration with state and local public and private non-profit and governmental victim service agencies;

• Training and education;

• Administration of four federal formula grants, two federal discretionary grants, and one state grant program;

• Staffing of the Crime Victim Services Advisory Board, which has statutory responsibilities and funding recommendation responsibilities;

• Data collection and reporting to the legislature, the general public and the federal government;

• Administration of the Sexual Assault Victim Emergency payment program; which includes the review and authorization of payments for forensic medical exams and medical costs in certain situations; and,

• Staffing of the Human Trafficking Council, which has statutory responsibilities for policy recommendations to the General Assembly.

• Hybrid (two days in the Lakewood office minimum)

• Position requires travel throughout Colorado in all weather conditions approximately 10% of the time to attend and/or deliver training 

• Work unit core business hours, Monday - Friday, 8:00 a.m. - 5:00 p.m. with some flexibility available

This position will assist the program and financial grant managers with grant related activities. This includes: 

• Inputting grantee information into the SARs federal system, reviewing data submitted by grantees for accuracy, and implementing period reconciliation with other financial tracking systems in collaboration with the VOCA Administrator and Financial Team Supervisor as needed

• Providing technical assistance to grantees; 

• Providing general assistance for all grant programs; 

• Inputting data into the grant management system (i.e. Fluxx) 

• Assist with logistics associated with CVS Advisory Board meetings, application review subcommittees, and staff and grantee trainings and meetings, including taking minutes and AV/technology set-up 

• Assist with the generation of grant agreements, grant reports, grantee training materials, etc. using Adobe Pro, Google Forms and any other relevant software. 

• Monitor and field general inquiry e-mails that are sent to the main grants e-mail: [email protected]. 

• Assist in the creation of materials for funding opportunities including application, application instructions and others, using various software. 

• Assist with grant related materials for the website. 

• Assist with the creation and dissemination of grantee related communications, including maintaining email lists, e-newsletters and e-blasts.

• Assist in the maintenance and organization of grantee files via the Google Drive or other archival system. 

• Assist with the closeout of grantee awards and the federal awards as needed. 

• Assist with the review of PMT data and jotform data. 

• Assists in making all grants-related materials accessible.

This position must be able to multi-task due to the variety of duties and programs. This position must work independently and proactively to resolve conflicts, anticipate changes, advise and adjust for changes in schedules, rules, and procedures. This position must work collaboratively in a team environment and assist other staff members when needed as well as providing customer service to grantees.

Support Grant Teams Initiatives
This position is a part of the grant management team and supports the administration of approximately 200-250 grants at any given time. This may include electronic filing, meeting minutes, assisting in the generation of grant agreements, assisting with the creation of materials to increase accessibility, assisting in the creation of funding opportunity materials, including the application and training materials; and conducting grantee communication, via maintenance of the outreach and monthly newsletter e-mail database for communications with grantees,  and grant related website maintenance.

Technical Assistance to Grantees
This position assists in collecting and entering data into federal and state reporting systems (SAR Part 1 and 2, PMT and Jotform) and assists with the development of training materials for grantees regarding the grant management system utilized by the OVP team. In addition, this position will assist in implementing needed revisions to grantee quarterly report forms (Narrative and Data Reports) and review quarterly PMT and Jotform reports.

Support Board and Special Project Activities
This position provides administrative support for all of the Crime Victim Services (CVS) Advisory Board meetings, Application Review Committee (ARC) meetings (including State VALE) during the grant funding process including the annual business and planning meeting and Grants Subcommittee meetings; in addition to other funding opportunities outside of the regular funding cycle (special projects, Prop  KK Prevention Funding Opportunity, STOP VAWA Implementation Planning Meetings).

Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights

Note, to be considered for this position, you must meet one of the following options for consideration.

Proven Experience, Knowledge, Skills

• Four (4) years of general clerical experience supporting an individual or a team.
  

OR Education and Experience, Knowledge, Skills

• A combination of education and experience equal to four (4) years of general clerical experience supporting an individual or a team.

 

Preferred Qualifications and Competencies

• Excellent attention to detail

• Experience with applications in the Google Suite and Microsoft Office

• Coordinating logistics for committees or other structured events/groups in a professional setting

• Demonstrated ability to accurately and concisely document the minutes of meetings

Conditions of Employment 

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

• Applications are considered complete and accurate at the time of submission. Therefore, additional information may not be solicited or accepted after your application has been received.

• Closing Date: All applications that are received by the closing of this announcement will be reviewed against the Minimum Qualifications in this announcement. Candidates who meet the minimum qualifications may proceed to the next step. Colorado Revised Statutes require that state employees are hired and promoted based on merit and fitness through a comparative analysis process. 

• Supplemental Question: Effective responses to Supplemental Questions will directly relate to your professional experience, career accomplishments, and views about organizational values and approaches, and how they relate specifically to this position and requirements as you understand them. Answers generated by AI-tools will typically be unresponsive.  

• Transcripts: An unofficial copy of transcripts must be submitted at the time of application should education be used as qualification. Transcripts from colleges or universities outside the United States must be assessed for U.S. equivalency by a NACES educational credential evaluation service. This documentation is the responsibility of the applicant and must be included as part of your application materials. Failure to provide a transcript or credential evaluation report may prevent your application from moving forward in the selection process. 

• Military Veterans: If you are a military veteran you must submit a copy of your DD-214, Member 4 Copy, and VA disability letter if available/applicable at the time of application so we can determine if you are eligible for veteran's preference points. Military personnel who are stationed outside of Colorado may be eligible for this position by submitting the completed DD-2058 "State of Legal Residence" form. 

• Application Tips: For an overview of the State of Colorado application process and application tips, please view this video.  

• Resumes, Cover Letters, or other documents submitted will not be reviewed, assessed, or used in the initial stages of the comparative analysis (transcripts submitted to verify that the applicant meets either the education requirement or minimum qualification substitution are exempt from this).

• Notifications: All correspondence regarding your status in the selection/examination process will be sent via email to the email address listed on your application.  Include your current working email address on your application and check the email provided on your application frequently as you could receive time sensitive correspondence regarding this position. We highly recommend that you set up your email to accept messages from "state.co.us" and "[email protected]" addresses. It is your responsibility to ensure that your email will accept these notices and/or review your junk mail and spam filtered email.

• e-Verify: CDPS uses e-Verify, an Internet-based system, to confirm the eligibility of all newly hired employees to work in the United States. Learn more about E-Verify, including your rights and responsibilities.

• Selection Process: After applications are screened for the Minimum Qualifications, CDPS intends to use the comparative analysis process outlined below. Pursuant to state personnel board rule, if there are 6 or few candidates who minimally qualify, said candidates may be referred directly to the Appointing Authority for a post referral assessment and/or consideration.

• Comparative Analysis Steps may include (dates are tentative and subject to change): 

  • In-person Panel Interview - September 11th (Save the date!)
    
    

Benefits

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.
 

Supplemental Questions

Required Question

Agency Information

EmployerState of ColoradoAddress See the full announcement by clicking
the "Printer" icon located above the job title
Location varies by announcement, Colorado, -- Website https://careers.colorado.gov/