BITS Program Assistant

Full Job Description

This position is open to current Colorado residents only.

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

Operations and Strategy (O&S) provides support services to help CDHS's (Colorado Department of Human Services) offices, divisions and programs achieve their goals and make our agency as efficient, effective and impactful as possible. It also ensures the operational efficiency and effectiveness of CDHS by crafting and executing the Department's strategic plan and provides oversight of related work stream priorities.

The Division of Business Innovation, Technology and Security (BITS) helps CDHS streamline processes to better create alignment across our organization as well as help CDHS build a culture of operational excellence. Our team works to ensure that the technology at CDHS aligns with the department’s strategic goals and supports operational and business needs.

Requirements

HYBRID - Minimum 2 days or more in office, based on business needs

Please note: These working arrangements are subject to change.

The purpose of the Program Assistant II is to provide office management and high-quality administrative support to the Business Innovation, Technology and Security (BITS) division This position provides a range of high-level office, technical, and administrative support to the BITS leadership, BITS units and other CDHS program staff.

Responsibilities include, but are not limited to:

• Serves as the primary division contact and source of information for internal and external customers, and responds to customers on behalf of the BITS Director.

Serving as the primary point of contact for departmental technology resources and needs.

The division coordinates with program staff to support IT operations, maintenance, modernization, and the implementation of new systems, as well as health information technology, data governance, and the use and oversight of artificial intelligence

• .Working largely independently, the Program Assistant II manages multiple deadlines and projects as delegated by BITS leadership, identifies operational challenges and develops action plans to strengthen office processes, and supports leadership in maintaining best practices for hiring, onboarding, offboarding, and purchasing.
• The position also handles sensitive and confidential information and applies CDHS and OIT technical best practices while exercising sound judgment and initiative in a dynamic and sometimes ambiguous environment
• Provides a wide range of division support including composing and editing letters, memoranda, reports, and presentations; prepares copy for submission of proposals and/or reports.
• Manages and directs the BITS Director's schedule by identifying, recommending, and prioritizing requests for functions and meetings with internal and external stakeholders.
• Participates in Office / Division level Program Assistant coordination meetings to stay informed of the most recent policies, procedures, guidelines, and requirements to effectively and efficiently perform duties.
• Establishes tracking systems to coordinate workload and priorities
• Responsible for identifying office problems or areas that need strengthening and the development of action plans to correct issues identified.
• Assists BITS leadership in learning and maintaining best practices relating to hiring, onboarding, offboarding, and purchasing. This position handles sensitive and confidential information; and requires the knowledge and application of CDHS and OIT technical best practices.
• Works independently in an ambiguous environment using independent judgment/initiative on mulitple deadlines and projects.

Qualifications

Experience:

Five (5) years of relevant experience in an occupation related to the work assigned to this position such as executive administrative support, project management/coordination, office management, administrative technical support, process improvement or other related areas.

OR

Education and Experience:

A combination of related education and/or relevant experience in an occupation related to the work assigned such as executive administrative support, project management/coordination, office management, administrative technical support, process improvement or other related areas equal to five (5) years.

Preferred Qualifications:

• Experience working for the Department of Human Services or other State agencies
• Experience providing support to executive level positions or other administrative leadership
• Experience working in a fast-paced environment
• Experience with project management/coordination
• Detail-oriented and well-organized

Conditions of Employment:

• Standard background check and reference check required
• This position requires State of Colorado residency at the time of application and residency within the state throughout the duration of employment in this position.
• Former State employees who were disciplinarily terminated or resigned in lieu of termination must:
  1. Disclose that information on the application.
  2. Explain why the prior termination or resignation should not disqualify you from the current position.
  3. 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. The comparative analysis step may also include your results from an eSkills Test.

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

• The Assessment Process

• For additional recruiting questions, please contact jade.green@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.