Department Information
This position is open only to Colorado state residents.
Description of Job
You are required to work at your assigned work location during your scheduled work times.
Purpose Position:
The Program Assistant reports to the Youth Center Director and provides support for the Director, Assistant Director, Clinical Directors, and Leadership Team at the Youth Center. This position is responsible for overseeing office procedures for the general management of a Youth Center, to include: procedures for database management, accreditation compliance, telecommunication systems, serves as liaison to OIT, personnel, Human Resources, payroll, and other offices of the Division of CDHS. Oversees all office procedures, including record keeping, data entry, and scheduling. This position prepares budget documents for the Director's review and approval, explains accounting procedures, trains and works collaboratively with the Director, Clinical Director, Assistant Director, and YSSIII work unit leads, to problem-solve areas of concern and implement the agency's mission. This position is to oversee the general office management of a Youth Center.
Job Duties:
Fiscal/Financial - Oversees and maintains the Operating Budget for the Youth Services Center. Ensures spending is on track and recommends purchases to the Youth Center Director that meet the needs of the facility. Monitor, ensure compliance, interpret, assist, and evaluate systems and guidelines for procurement needs Youth Center-wide in accordance with State Fiscal Rules (i.e., youth living supplies, office supplies, furniture, inventory, special purchases, forms, postage, office machines, purchases over $5,000). Set up systems to submit proper documentation for revenue received, expenditures, and revenues. Set up informational systems, monitor and maintain bank, purchase card, EAC funds, petty cash, and meal ticket accounts. Compile data for operating budget preparation each year, track, and advise the Director on all operating budget expenditures. Provide business units with a monthly update of their budget. Explain accounting procedures, train and work collaboratively with the Youth Services Director and other professional staff to problem-solve areas of concern and implement the agency's mission. Coordinate any purchase over $5,000 that requires additional documentation and input into CORE. Monthly reconciliation of the Purchasing Card, ensuring all transactions are coded correctly and receipts are recorded. Performing and coordinates facility wide shopping for items such as Clothing Order, Phase Privileges, various youth Fun Days, etc. Performs all accounts payable functions, including tracking and processing of invoices. Submits order on CORE, identifies and safeguards youth and state monies. Backup to prepare all financial reports for submission, including petty cash reports, meal ticket reports/reconciliations.
Human Resources/Personnel Support - Works closely with Administrators at Youth Centers, Clinical Director, Division’s HR Liaison, and Human Resources Department Staff regarding tracking positions. Acts as a lead with all personnel actions done through the eClearance Process for Youth Services Center by tracking/recording all pertinent information for PAFs submitted. Responsible for tracking PAFs through the eClearance system, ensuring that all required paperwork is uploaded promptly. Maintains an internal database, which tracks all new hires and vacancies to ensure that all positions are filled promptly. Works independently on assigning position numbers to new hires and following up with Human Resources to ensure all required paperwork is received promptly. Tracks all Corrective/Disciplinary Letters issued to Youth Center staff. Serves as a Personnel Liaison to Youth Center employees for personnel, benefits, and payroll issues, and provides appropriate referrals. Identify, monitor, and track payroll and benefit problems and independently correct issues. Suggests courses of action for employees to follow/pursue in relation to the aforementioned issues. Create and establish checklists for hiring/termination of employees and coordinate the implementation of paperwork. Develop procedures for and maintain personnel files, which include all internal and external forms, personal data sheets, PDs, etc.
Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights
Important Note: Please review your application to ensure completion. For the most equitable applicant experience, CDHS' hiring teams consider only the contents of your application to determine meeting minimum qualifications and for the comparative analysis process. Experience is calculated on a full-time equivalency basis, therefore, it is important to accurately notate the hours you averaged per experience section entry. Volunteer work or related type of experience may be used to meet the qualifications, but must be clearly documented. It is paramount that in the experience portion of the application, the applicant describes the extent to which they possess the education, experience, competencies and background as they relate to the duties outlined in the job announcement. Part-time experience will be pro-rated. *Please note: RESUMES will not be accepted in lieu of a complete application. Applications with no work history will be failed for being incomplete.
Experience Only:
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
Former State employees who were disciplinarily terminated or resigned in lieu of termination must disclose the information on the application and explain 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.
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
Toll Free Applicant Technical Support
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
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
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 cdhs_ada@state.co.us.
~THE STATE OF COLORADO IS AN EQUAL OPPORTUNITY EMPLOYER~
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.
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