Program Assistant II Financial Services

Full Job Description

Remote Work/Hybrid: In office 2 days a week (Wednesday & Thursday), Remote 3 days a week

Please see the Supplemental Information section below for details!

CDHSCareers

Requirements

The Accounting Division exists to provide accountable financial information about the Colorado Department of Human Services and be of assistance to the management and all programs of the Colorado Department of Human Services, the State's Controller's office, the Federal government, county departments of social/human services, Office of the State Auditor, Federal Auditors, and others in need. The accounting division is responsible for the following services:

This position exists to provide office management for the Accounting Division at 1575 Sherman, high-level administrative and technical support for the Controller to ensure that Division goals and objectives are achieved. This includes planning and organizing various meetings for the Controller and other staff, compiling data, doing trend analysis, and preparing management reports that assist the Division in measuring performance, customer satisfaction and trends. This position functions as an Office Manager -- collecting, tracking and interpreting data. This position is also in charge of administrative functions for Accounting Division staff located at 1575 Sherman, Denver that report to the Controller. The position is responsible for identifying office problems or areas that need strengthening and the development of action plans to correct issues identified. This position is responsible for CORE and OIT access for the Accounting Division.

Assistant to the Controller: Functions as the office manager for the Controller within the Accounting Division.

• Maintains the Controller schedule/calendar and determines any changes that need to be made.
• This position decides which vendors to use for the ordering of office supplies
• This position determines when files are ready to be destroyed and what files must be saved and for how long
• This position ascertains whether a purchase may be made using just a PCard or if an RQS and Purchase Order are needed
• Keep appraised on staffing changes to ensure Google groups and Google sites are up to date.

e-Clearance Personnel and New Employee Orientation (NEO):

Using eClearance, this position prepares and tracks Personnel Action Forms (PAF) through the eClearance process.

This requires the knowledge of all position numbers, accounting templates, and job classifications within the Accounting Division. Ascertaining that PAFs receive proper approvals.

This includes ensuring that all documentation is attached, any justifications or correspondence is attached for review by all approving authorities.

Scheduling interviews for individuals once the referral list has been created.

Position regularly communicates with HR and Accounting Division staff to ensure all of the required documentation is submitted and contains all of the required elements.

• Deciding what type of PAF needs to be created in eClearance. Following through with HR to determine if everything is in place.
• Working with staff to decide next steps in the process and monitoring the progress of each PAF
• Work with staff to decide if the evaluation tools are adequate for each posting

Correspondence:

Assumes responsibility for preparation of confidential correspondence related to employees.

Manages communications with other offices within and external to the Division of Accounting, manages day to day correspondence and information flow, disseminating information, documents, notices and reminders from the Controllers and CFO’s via email, to unit staff and district accounting offices.

Drafts, clarifies, formulates and/or composes formal and informal correspondence for accounting staff in a Google environment.

Returns correspondence to originator for signature; files copy and mails and/or distributes pertinent correspondence to designated persons in a timely manner.

Uses e-mail and other forms of electronic communications. Develops spreadsheets, charts, and other documents to convey key information to subordinate divisions and the management offices.

Coordinates and ensures that materials for accounting staff are current and easily accessible.

Timekeeper:

Performs as the primary timekeeper for specific units at 1575 Sherman.

This function collects, monitors, records, verifies and disseminates time and leave for employees using the KRONOS Timekeeping System and leave slips to produce accurate staffing data to management and personnel and proper payments of salaries to employees.

This position is also the backup for timekeeping of other accounting unit.

eClearance - Procurements:

This position is responsible for the purchase of items for the Accounting Division.

In this capacity, the position is responsible for determining the type of procurement and whether that procurement needs to be completed through our Procurement Division or if the purchase may be made on a Purchasing Card (PCard).

The position also acts as a trainer for other positions when purchases are required.

PMP Champion:

As the PMP Champion for the Accounting Division, position answers questions and troubleshoots any issues with the PMP process.

This position must ensure that all information on employees is correct in Kronos for the information to filter through to Cornerstone (the PMP system).

This includes making sure that supervisor have the correct direct reports listed under them. Position communicates all requirements to staff and ensures that they are compliant.

Backup other Program Assistants/Other Duties as assigned.

This position will be the responsible for managing the administrative details of the finance sub-pac meeting including but not limited to, building agendas, collecting presentations and rule packets, taking votes at the meetings, and managing records.

Through the monthly performance of a reconciliation of electronic bank statements for State Procurement Card and Event Card expenditures on this position’s cards, identifies problems and resolves all issues noted.

This involves matching documentation of purchases made, splitting and reassigning transactions to proper cost centers with correct coding strings.

Submitting monthly Procurement Card Statements to the Approving Authority timely for review and signature.

Responsible for the scheduling of all meetings and the venue for each meeting. Keeps the membership roster updated and all information posted on the website.

This position is a backup to other program assistant duties when needed.

Qualifications

Education/Licensure/Certification/Experience:

Minimum Qualifications

• Five (5) years of relevant experience related to the work assigned to this position professional experience in general clerical work.

Education & Experience

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

Preferred Qualifications

• General Knowledge of accounting concepts
• Demonstrated knowledge of account reconciliations

Conditions of Employment:

• Standard Background – Name check, TRAILS, CMS and JBITS
• 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.
• Occasional travel, as needed, to facilities or other offices related to training and department requirements
• 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

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

Supplemental Information

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

• The Assessment Process

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).

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.

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.

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

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.

~THE STATE OF COLORADO IS AN EQUAL OPPORTUNITY EMPLOYER~