Executive Assistant - Program Assistant II

Department Information

This position is  open only to Colorado state residents

Physical Job location: 

1575 Sherman St 

Denver, CO 80203

About the Division of Child Welfare: The Division of Child Welfare (DCW) provides a range of leadership, management, and supervisory functions related
to the administration of child welfare services to children, youth, and families. DCW provides supervision for all child welfare programs in Colorado’s 64 counties and delivers technical support, monitoring, program improvement, regulatory oversight, and other quality assurance functions. 

DCW allocates and oversees approximately $450,000,000 in federal and state grants for county programs and operations. DCW develops, analyzes, and implements legislative, budgetary, and policy initiatives and recommendations related to public child welfare services in Colorado. DCW develops policy, rules, and agency administrative directives and procedures to be implemented at the county level. DCW provides program expertise and consultation to counties and researches, advances, and promotes best practices and evidence-informed programs. DCW manages and coordinates state efforts to maximize federal revenues and program requirements, including the
Child and Family Services Review and Program Improvement Plan, Title VI-E, IV-B/Annual Progress and Service Report, and the federal reporting systems (AFCARS, NCANDS, and Colorado’s automated case management system, Trails).

DCW is one of the Divisions within the Office of Children, Aging, and Community Services, which consists of the Divisions of  Child Welfare, Aging & Adult Protective Services, and Community Programs, and Medical Oversight. . The Office is under the oversight of the Director of the Office of Children, Aging and Community Services, and that position reports directly to the Executive Director of the Department of Human Services. The work unit related to this position consists of those units within the Division of Child Welfare that provide technical assistance, monitoring, and oversight of statewide county, provider, and grantee practice.
 

Description of Job

Weekly Hybrid Working Arrangements

Minimum 2 days In Office and Maximum 3 days Remote Work

Purpose of Position - This position provides executive assistant-level support to the Division of Child Welfare Director, Division of Child Welfare Co-Deputy Directors, and the work teams under the supervision of the Co-Deputy Directors.

Job Duties - 

Division of Child Welfare Program and Administrative Assistance - The position serves as the Division of Child Welfare’s first point of contact for citizens, legislators, the Governor's Office staff, federal, state, and county elected officials, and many other stakeholders. Provide program and administrative assistance to both the Division of Child Welfare Director, the Division of Child Welfare Co-Deputy Directors, and the work teams under the supervision of the Co-Deputy Directors. 

• Maintains the DCW Main Phoneline assignment schedule, guide, and log.
• Serves as the back-up point of contact for all Child Welfare-related complaints, which can include the tracking and assignment of complaints, as well as serving as the liaison to the CDHS Client Services Unit with regard to Child Welfare-related complaints.
• Takes rollover calls for the Director, Co-Deputy Directors, and/or other leaders as needed.
• Has the authority to review the emails of the Director and Co-Deputy Directors, and to respond appropriately on their behalf in their absence.
• Informs the Director, Co-Deputy Directors, and Office Director of potential problems internally or externally; provides Director, Co-Deputy Directors, and/or Office Director with updates and recommendations for successful resolution.
• Has the authority to research, resolve, or assign for resolution any issues or complaints received. 
• Recommends, prioritizes, and commits Director, Co-Deputy Directors, and/or other leadership for speaking arrangements, functions, meetings, and presentations with private, non-profits, counties, state and federal agencies, and other stakeholders or groups regarding various programs and issues.
• Identifies and exercises judgment and skill to resolve any issues, problems, or questions which arise from such requests.
• Maintaining and monitoring the calendars of supported staff.
• Schedules and coordinates meetings, prepares agendas, briefings, and/or support materials for the Director and Co-Deputy Director’s meetings, presentations, and speaking engagements, and interviews for prospective staff.
• Makes travel arrangements for the Director, Co-Deputy Directors, and/or staff supervised by them. Processes and submits all personnel, mileage, travel, and budget requests and reimbursements for approval on behalf of the Director, Co-Deputy Directors, and other leadership as needed. Keeps up to date on state travel policies and procedures.
• As appropriate and needed, serves to support timekeeping for the Director, Co-Deputy Directors, and any other assigned division staff. Keeps up to date on timekeeping policies and procedures.
• With consultation with other Department staff, designs a general division record keeping system.
• Reviews, files, and monitors confidential information.
• Reviews clearance/eClearance items for grammar, spelling, and punctuation, and works with the author of the clearance item/s to ensure these types of edits are made prior to review of the Director and Co-Deputy Directors.
• Updates the tracking database/eClearance to ensure receipt and accountability of all clearance items, incoming/outgoing correspondence, and requests, ensuring timely responses.
• Makes all purchases and/or special office supply orders for the Director, Co-Deputy Directors, and/or other leadership as needed.
• Conducts the processing of access for requisitions and budget tracking for the Director and Co-Deputy Directors.
• Creates, revises, and implements office/division policies related to workflow, coverage, correspondence and timeliness.
• Coordinates with the Child Welfare Leadership Team regarding priorities and needs of the Director and Co-Deputy Directors.
• Assists the Director and Co-Deputy Directors with personnel recruitment efforts to include, but not limited to, submitting required human resources forms; reviewing applications and making recommendations; and scheduling interviews.
• Staff committee meetings (co)chaired by the Director and Co-Deputy Directors, as well as other committee meetings as requested. Prepares agendas and meeting materials; drafts communications to committee members; schedules meetings; secures meeting locations; takes meeting minutes; and onboards new committee members.
• As needed, attends Office of Children, Aging and Community Services support staff meetings with other Office/Division support staff to stay up to date on new information and share best practices.
• Serves as the lead program assistant for the Division for training and communication between program assistants.
• Conducts regular meetings with other program assistants in the Division to communicate relevant information and policies and procedures received from the Office management and/or Division leadership level.
• Coordinates schedules with other Child Welfare Leadership Team members to resolve scheduling conflicts in the case of competing priorities.
• Communicates with other Division staff to ensure compliance with rules and regulations. Determines appropriate process to create, track, and maintain any necessary databases or work plans for Division projects and events.

Division Operations -  
This position is responsible for the following division related operational roles and responsibilities:

• Maintains and monitors various DCW Calendars and public meetings.
• Coordinates DCW Official Functions
• Billing: Tracks, reviews, and monitors a variety of monthly billing invoices on behalf of DCW to ensure accuracy, including, but not limited to, the monthly usage invoice and billing from Colorado’s Office of Attorney General.
• OIT Liaison: DCW computer lease tracking and monitoring, including the ordering of new computers, as well as the renewal and/or replacement of existing computer leases for all Division staff.
• Mobilsense Liaison: DCW cell phone tracking and monitoring, including the ordering of new cell phones as well as the renewal and/or replacement of existing cell phone contracts for all Division staff. 
• DCW Software renewals and purchases.
• Maintains seating assignments and supports floor planning needs at 1575 Sherman Street. Works with other Program Assistants to ensure smooth operations when staff are working from the office individually and in team settings.
• Serves as secondary 1575 Sherman St., 2nd Floor-OCYF Floor Warden so far as long as the Division is housed at this location.

Project Management Support - 
Provides various project management support to the Director and/or Co-Deputy Directors, including, but not limited to, reviewing and monitoring workplans, processing and tracking policy and fiscal impact documents during the legislative session, processing and tracking budget documents during the budgetary session, etc. Project management support, including taking meeting minutes, setting up meetings with partners and/or candidates for open positions, and supporting travel and networking.

Other Duties as Assigned - 

• Liaises with Human Resources retention staff and prepares DCW Years of Service Certificates for Division Meetings based on an employee's Years of Service.
• Provides backup assistance to the Office of Children, Aging and Community Services Director and Deputy Director when their assigned Program Assistant is out of the office. This includes, but is not limited to, calendaring, copying, printing, routing clearance folders, processing travel requests, and formatting and
• proofing documents for approval.
• Provides backup assistance to Division Unit Managers when the assigned unit Program Assistant is not available, and/or on approved leave, and/or the position is vacant. This includes, but is not limited to, copying, printing, routing clearance folders, processing travel requests, and formatting and proofing documents for approval.
• Provides backup assistance when requested to other Division Program Assistants when they are unavailable, and/or on approved leave, and/or the position is vacant. This includes, but is not limited to, ordering office supplies and equipment as needed and maintaining inventory tracking reports for Division equipment, office supplies, cell phone and phone usage, copying, printing, routing clearance folders, processing travel requests, and formatting and proofing documents for approval.
• Performs other duties as assigned to support Office and Division objectives.
• Conducts other Division Operations duties as assigned.
• Conducts other Division of Child Welfare program and administrative assistance duties as assigned.
• Conducts other Project Management Support duties as assigned.

Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights

*** 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:

Five (5) years of relevant experience in an occupation related to the work assigned to this position

Education and Experience:

A combination of related education and/or relevant experience in an occupation related to the work assigned equal to five (5) years

 
 Preferred Qualifications:

• 1 or more years experience in supporting government or public sector programs, including but not limited to child welfare or child protective services.
• 1 or more years experience in resolving customer service issues or complaints.
• Experience with Google Products, Microsoft Office products and Calendar management

 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)
• Current/Valid and non-restricted CO Driver’s License
• Other – Explain:Requires the ability to work with the difficult, sensitive, adult content involved in child fatality, near fatality, and egregious incidents.
• 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 ([email protected]), 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.

Supplemental Information

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

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 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 [email protected].

~THE STATE OF COLORADO IS AN EQUAL OPPORTUNITY EMPLOYER~

Toll Free Applicant Technical Support

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/