Program Assistant I - Behavioral Health Administration

Full Job Description

This position is open to current Colorado residents only within the department.
Please note: This recruitment may be used to fill multiple vacancies.

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Requirements

About This Position:

This position works closely with leadership to facilitate and coordinate the internal administrative processes across the BHA.

Provides a range of technical support and office management functions to their assigned BHA unit by applying knowledge of and/or interpreting basic principles, rules, regulations, policies, precedents, other guidelines, and objectives specific to administrative processes.

Where a process doesn’t exist, this position creates and/or assists with creating one.

This position resolves problems, answers questions, provides information, and/or advises others on technical program issues or matters for all staff as well as internal and external customers.

This includes planning and organizing various meetings for staff, compiling data, and preparing reports that assist the BHA in measuring effectiveness and efficiency.

This position is responsible for identifying office problems or areas that need strengthening and developing action plans to correct issues identified.

This position provides overall office management for the assigned BHA unit, including reviewing, clarifying, revising, and implementing office policies and procedures.

This position ensures daily office operations are handled in an efficient, effective, and responsive manner.

This position provides support to BHA, including customer service issues, technical support, and improving relations with state employees.

Description of Job:

Office Administrative Support
Provides high-level administrative and technical support which involves assisting the units leadership by applying knowledge of and/or interpreting basic principles, rules, regulations, policies, precedents, other guidelines, and objectives specific to a program or professional subject area to resolve problems, answer questions, and provide information, and/or advise other technical program issues or matters. Provide technical advice, administrative assistance, and general office support, including reception, telephone assistance, etc., is coordinated and disbursed as required. Special projects and complex issues are assigned and approved, and solutions implemented at an operational level. Position assists the division director in prioritizing workload, time management, and keeping abreast of important issues affecting administrative services. Provide administrative support to unit personnel.

Fiscal/Financial Management Support
Oversees and maintains the operating budget for the assigned unit. Ensures spending is on track and recommends purchases to the unit division director that meet the needs of the unit. Monitor, ensure compliance, interpret, assist, and evaluate systems and guidelines for procurement needs for units in accordance with State Fiscal Rules (i.e., unit supplies, office supplies, special purchases, postage, purchases over $5,000, etc). Set up systems to submit proper documentation for travel reimbursements, pcard purchases, and other expenses. Set up informational systems, monitor and maintain budget and purchase cards. Compile data for operating budget preparation each year, track and advise division directors on all operating budget expenditures. Provide business units with monthly updates of their budget. Explain fiscal procedures, train and work collaboratively with division directors and other unit staff to problem solve areas of concern and implement agency missions. Coordinate any purchases over $5,000 that require additional documentation. Monthly reconciliation of Purchasing Cards, ensuring all transactions are coded correctly and receipts are recorded.

Administrative Personnel Support
Works closely with Operations Manager, Chief People Officer, Divisions HR Liaison, and other program assistants in regards to tracking positions. Submit and process all personnel actions done through the eClearance for assigned units by tracking/recording all pertinent information for PAFs. Responsible for tracking PAFs through the eClearance system, ensuring that all required paperwork is uploaded in a timely manner. Maintains an internal database, which tracks all new hires and vacancies to ensure that all positions are filled in a timely manner. Follow up with Human Resources and Operations to ensure required paperwork is received in a timely manner including submitting background checks in a timely manner. Serves as a Personnel Liaison to unit employees for personnel, benefits, payroll issues, and provides appropriate referrals and problem-solving. Responsible for maintaining personnel manuals and their usage. Maintain and follow established checklists for hiring/termination of employees and coordinate implementation of paperwork. Ensures all processes and procedures relating to human resources and personnel are followed.

Other duties as assigned.

Qualifications

MINIMUM QUALIFICATIONS:

• Experience Only: Eight (8) years of professional, relevant experience in office administration, fiscal support, or personnel coordination.

• Education and Experience: A combination of related education (from an accredited college or university) and/or relevant experience equal to eight (8) years.

Preferred Qualifications:

• Experience with State Fiscal Rules and procurement systems.

• Advanced proficiency in spreadsheet software for budget tracking and data compilation.

• Previous experience serving as a Personnel Liaison in a high-volume unit.

Conditions of Employment:

• Standard background check and reference check required

• 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.

• Motor Vehicle Check, if the employee will drive a state-owned vehicle, either in an ongoing capacity while performing their normal day-to-day job duties, or on occasion for training/meetings/client visits/etc.

• Must possess a valid, non-restricted Colorado Driver’s License or a non-restricted U.S. Driver's License for positions within 30 miles of the CO state border

• Out-of-State Driver’s License holders must obtain a valid, non-restricted Colorado Driver’s License within 30 days of employment start date.

• 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/hours 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.

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 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 Statewide Hiring Freeze NON-EXEMPTED position ONLY:

  • This job offer is contingent upon funding availability from all sources, including state and federal (if applicable), to start or continue.

• For additional recruiting questions, please contact Stacy.Chinea@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.

Required Supplemental Questions:

(Multiple Choice) The bottom of this job announcement provides links to additional information on how to apply, the assessment process, toll free applicant technical support, and about how the State of Colorado is an equal opportunity employer.

Please acknowledge below that you have read the information provided in these links.This information is available to me and I have read this information.

I am unable to access the links with this information on the job posting. (If you select this option, please contact the recruiter, whose information is listed on this announcement, so that they can send this information directly to you.)

Your legal name is used in the hiring process for background checks. Did you use your full legal name in your application? If not, please update your information before submitting your application. Yes/No

If you are a current or former State of Colorado employee, please list your employee number (starts with 997…). Your application may be considered incomplete if you do not provide this information.

An incomplete application may not move forward in the Selection process.

If you are a former or current state employee, please identify what state agency you work(ed) with and how many years of relevant state service you have related to the position you are applying for.

(Ensure this is listed on your application under work experience).

Former State employees who were disciplinarily terminated or resigned in lieu of termination must disclose the information on the application.

In the space below, please explain why the prior termination or resignation should not disqualify your application from the current position.