Administrator IV - Division of Regional Centers

Full Job Description

This position is open to current Colorado residents only.

Please note: This recruitment may be used to fill multiple vacancies.

Division of Regional Center

Requirements

Summary of Position:

This position exists to provide oversight and professional support for DRC to maximize talent acquisition and retention by collaborating effectively with the Human Resources Business Professionals (HRBPs) team and any Human Resources Member (HRM) Subject Matter Expert (SME).

Expedite the hiring process for the DRC needs by efficiently managing all vacant DRC positions.

This position ensures positive candidate experience from the initial application to the final onboarding process through proactive and timely communication with HRMs and effective management of position databases.

Additionally, this position collaboratively consults with the DRC hiring managers and HRMs to recommend strategies for identifying and recruiting potential candidates.

The position identifies key performance factors for recommendation to HRMs regarding vacancy trends, establishes interviewing criteria in collaboration with DRC management and HRMs.

This position functions as the resource for and communicates as needed with candidates and HRMs regarding the DRC position roles/responsibilities.

In addition, this position takes the initiative and exercises judgment, exhibits a high degree of decision making, organizes and prioritizes multiple projects and deadlines, and completes those projects timely and thoroughly.

Practice a high level of interpersonal skills to manage and resolve conflict with others, professionally receive and interact with internal and external customers.

Protects and maintains all staff information, including confidential and sensitive material.

This position is expected to identify opportunities for improvement in DRC recruitment services, on-boarding processes, and retention of existing DRC staff working with the DRC leadership and the HRMs and HRBPs.

Analyses presented problems in the area of information management, hiring issues related to Federal Labor Laws, and understanding personnel rules and regulations impacting the employees under the Appointing Authority.

Additionally, this position will be familiar with the Partnership Agreement and Side Agreement.

Duties of the position:

DRC Hiring Process/Internal Movement Oversight and Coordination. Working collaboratively with the DRC management teams and the Human Resources Department, this position collaborates with the Human Resources Business Partners (HRBP) in the recruiting process to screen potential candidates.

• Prepares or delegates the preparation of candidate packets for interviews for all DRC positions.
• Identifies strong applicants from a pool of candidates through collaboration with the HRBP and DRC teams.
• Tracks recruiting statistics and trends to determine potential options to mitigate staffing shortfalls.
• Coordinates interviews with designated DRC management lead or designee.
• Creates, curates, and maintains a compilation of interview questions, which include both behavioral and DRC operational based-focused questions.
• Understands and acts as a resource for knowledge regarding DRC programs and processes.
• As the lead in DRC hiring processes and guidelines for the Division, may participate on interview panels to assess interview performance and assist in making selection recommendations as needed.
• Contacts or delegates contact candidate references and communicate the reference’s comments to the hiring manager.
• Works in conjunction with subordinate staff who prepare relevant paperwork for both employee-requested and administrative transfers and demotions for management signature.
• Partners with and supports the activities of the appropriate HRM SME staff.
• Coordinates facility tours to provide candidates with a realistic understanding of the work environment and the work performed in the role.
• Tracking recruitment and retention data and identifying process issues, delay factors, and inefficiencies.
• Collaboratively develop solutions for improvement.
• Assists with program responsibilities in the areas of position descriptions (PD’s), candidate assessment, interview and selection, and onboarding.
• Creates and maintains robust tracking instruments to ensure the accuracy of information.
• Actively participates and/or designs methods to collect, synthesize, and interpret data for decision making by the DRC leadership staff in regard to the hiring process, to include development of position PD’s and manages the DRC PD library.
• Actively directs and coordinates all aspects of onboarding and tracking, and management of vacant positions throughout the life cycle of each vacant DRC position and communicates pertinent information to the HRBP.
• Proactively seeks and recommends methods that create a positive workplace environment with the goal of retention of DRC staff, working collaboratively with the HRM.

Work Lead. Management relies on this position to assign work to team members, prioritize work activities to assure completion in the face of routine or shifting deadlines, analyze areas in which processes may create additional work, and with corresponding decisions to amend or change these processes to create efficiencies. This position is responsible for establishing annual and monthly work plans to accomplish assigned deliverables.

Data Entry, Collection and Analysis/Oversight of Personnel Action Forms Process.

• This position oversees the work of staff initiating Personnel Action Forms (PAFs) in eClearance. Is expected to understand what PAF type is needed based on the action taken when directing the entry of PAFs.
• These changes include separations, abolishing and/or filling vacant positions, transfers, supervisor changes, new hires, tracking and processing PAFs for referral and signing bonuses, reclassifications, change funding, etc.
• Understands the various aspects eClearance processes and how to navigate the system to provide effective and timely tracking and management of all vacant DRC positions.
• Proactively develops data collection instruments, and independently determines or recommends what data to collect, implements the best method to collect and systematize the information.
• Determines the structure and algorithm for analysis, interprets the information, and prepares the analysis for presentation utilizing the optimal approach to assure understanding from the person receiving the information related to DRC positions and vacancies.

Communication (Verbal and Non-Verbal). Provide continuity and ensure effective communication and facilitation among the management, hiring managers, and candidates of the DRC organization through tracking and organizing of positions in the vacancy database, and judiciously communicating relevant information to pertinent stakeholders.

• Respond quickly to phone calls, emails, and meeting invitations.
• Designs processes to ensure effective and timely communication with candidates, DRC, and HRBP.
• Demonstrates interpersonal effectiveness in working with others through the practice of tactful, professional communication styles and methods.
• Writes policies and procedures as directed to document vacancy processes.
• Ensures the timely and accurate completion of all vacancy-related processes during each step of the eClearance process as soon as possible, and communicates potential delays or issues related to the vacancy status in eClearance to the DRC Director and the appropriate hiring manager to avoid issues and missed deadlines.
• Use discretion and creativity in managing complex factors within the various DRC facilities and work units’ structure to ensure a positive and effective solution in a dynamic and sometimes vague environmental landscape.

Administration. Confers with and advises Management Team members on all personnel-related issues, including organization structure, succession planning, hiring, promotions and reallocations, pay rates, separations, ADA accommodations, investigations, etc. Acts as DRC human resource expert to ensure DRC compliance with state and federal laws and rules on personnel-related issues; advises management on salary issues such as hiring rates, promotional increases, equity issues, etc. Ensures that discretionary pay differentials meet appropriate criteria. Advises supervisors and Division Director through the progressive discipline and grievance processes. Participates in 6-10 meetings and writes meeting summaries. Responds to personnel-related questions from DRC management, employees and employee committee members. Research rules and/or consults with CDHS HR staff as needed to provide current, accurate information. Prepares/conducts staff training. Serves as DRC liaison with the Attorney General’s Office, CDHS Civil Rights Division, CDHS ADA Coordinator, C-SEAP, Benefits, etc. Provides guidance on Performance Management Plan (PMP) goals specifically as they relate to employee issues.

Staffing.

Serves as the DRC HR policy expert with the CDHS HR office to facilitate all hiring, promotions, transfers, demotions, separations, ADA accommodations, investigations, workers' compensation claims, etc.

Prepares all documentation needed by the CDHS HR office, including salary waiver requests, corrective and disciplinary action recommendations and narratives, discretionary pay differential recommendations and narratives, referrals, position descriptions, etc.

Drafts/approves job announcements, recruitment strategies, and determines appropriate assessment process.

Participates and/or conducts DRC interview panels, composes interview questions, completes reference checks, credentialing and privileging processes, reviews current and/or previous candidate personnel files, determines if candidate would be a good fit for DRC needs and provides summary and recommendation, requests background check and drug screen, writes salary waiver request for review by Appointing Authority; and makes job offer to selected candidate(s), notifies those not selected.

Ensures all DRC positions have a current and accurate Position Description.

Other Duties as Assigned

Qualifications

Minimum Qualifications:

Experience Only:

• Seven (7) 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 seven (7) years

Preferred Qualifications:

• Relevant years of State service experience.

Conditions of Employment

• Full Background CDHS employees (all Direct contact with vulnerable persons): CBI name check and fingerprint check, ICON Colorado court database, Medicare fraud database, Reference Checks, Professional License verification (licensure requirements), Drug Screen, PREA (Division of Youth Services),Trails check (direct contact with children), CAPS (direct contact with adults – Mental Health Institutes, Regional Centers, Veterans Community Living Centers)
• This position requires State of Colorado residency at the time of application (unless otherwise identified in the posting), and residency within the state throughout the duration of employment in this position.
• Travel – Occasional travel to the Regional Centers for DRC retreats/strategic planning meetings/meetings for recruitment and retention may be required.
• Vaccinations as required by the State and Facilities.
• Former State employees who were disciplinarily terminated or resigned in lieu of termination must:

• Disclose that information on the application.

• Explain why the prior termination or resignation should not disqualify you from the current position.

• Provide your employee number from your 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.

CDHS Selection Process Explanation

Employment history is calculated on a full-time basis (40/hrs per week). Part-time employment is calculated on a prorated basis to determine qualifications.

Be sure your application specifically addresses your qualifications, experience, work products, and accomplishments as they relate to the position and minimum requirements.

• Preferred Qualifications & Competencies:

  • Relevant years of state service experience.

Minimum Qualification Screening Process

A Human Resources Analyst will review the work experience/job duties sections of the online job application to determine whether your experience meets the minimum qualifications for the position.

You must complete the official State of Colorado online application. Cover letters and resumes WILL NOT be reviewed during the minimum qualifications screening process.

You must specifically document your work experience and qualifications. Do not use "see resume" or "see attached."

You must meet the minimum qualifications to continue in the selection process. Part-time work experience will be prorated.

Comparative Analysis Process – Structured Application Review

After minimum qualification screening, the comparative analysis process will involve a review and rating of all the information you submit.

Your Work Experience/Job Duties

Document your work experience/job duties to the extent to which you possess the skills, education, experience, minimum qualifications, and preferred qualifications.

If listed, answer all supplemental questions as your answers to these questions will be evaluated during this phase. Provide at least 4-8 sentences for each supplemental question.

Supplemental Questions

Answer the supplemental questions completely and thoughtfully. We will rate your answers based on the content of your response and your writing skills (spelling, grammar, and clarity of your writing).

Appeal Rights

You may file an appeal with the State Personnel Board or request a review by the State Personnel Director if your application is eliminated. You will find the appeals process, the official appeal form, and how to deliver it on the State Personnel Board website.

• You or your representative must sign and submit the official appeal form for review.

• You can find the official appeal form here.

• You must be deliver the official appeal form to the State Personnel Board:

  • By email (dpa_state.personnelboard@state.co.us), or

  • Postmarked in US Mail to(1525 Sherman Street, 4th Floor, Denver CO 80203, 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.

Contact the State Personnel Board for assistance:

• At (303) 866-3300, or

• Refer to the Colorado Code of Regulations (CCR) 801-1, State Personnel Board Rules and Personnel Director's Administrative Procedures, Chapter 8, Resolution of Appeals and Disputes, within the Rules webpage.

Additional Information

• How to apply to the State of Colorado(Youtube Video, Runtime 3:59, Closed Captions Available)

• The Assessment Process

• For additional recruiting questions, please contact araceli.diaz@state.co.us

About Us & Benefits

If your goal is to build a career that makes a difference, join 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.

Each of us is committed to contributing to a safe and accessible CDHS. 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 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

• State of Colorado Employee BenefitHub Resource Center

• Employee Wellness 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.

Our Values

We believe in a people-first approach: We prioritize the needs, well-being, and dignity of the individuals, families and communities we serve.

We commit to respect, fairness and access in every decision, policy and interaction. We engage client voices and experiences in the development and implementation of the services we provide.

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.

ADA 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.

EEO Statement

The State of Colorado is an equal opportunity employer

We are committed to increasing a “Colorado for ALL" of our staff and providing culturally responsive programs and services.

Therefore, we encourage responses from people of all backgrounds and abilities.

The State of Colorado believes that a “Colorado for ALL” drives our success, and we encourage candidates from all identities, backgrounds, and abilities to apply.

The State of Colorado is an equal opportunity employer committed to building inclusive, innovative work environments with employees who reflect our communities and enthusiastically serve them.

Therefore, in all aspects of the employment process, we provide employment opportunities to all qualified applicants without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity or expression, pregnancy, medical condition related to pregnancy, creed, ancestry, national origin, marital status, genetic information, or military status (with preference given to military veterans), or any other protected status in accordance with applicable law.

Additional Support For Your Application

Toll Free Applicant Technical Support

If you experience technical difficulty with the NEOGOV system (e.g.

uploading or attaching documents to your online application) call NEOGOV technical support at 855-524-5627 Mon-Fri between 6 am and 6 pm (Pacific Time).

Helpful hints: if you are having difficulty uploading or attaching documents to your application 1) ensure your documents are PDF or Microsoft Word files and 2) close the document before you attempt to upload (attach) it.