PROGRAM ASSISTANT II

Full Job Description

For Statewide Hiring Freeze NON-EXEMPTED position ONLY:

The effective start date of the selected candidate will begin on or after January 1, 2026.

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About this Unit:

The Staff Development Division (SDD) is the training connection for CBMS between the Colorado Department of Human Services (CDHS), the Colorado Department of Health Care Policy and Financing (HCPF), and the Office of Information Technology (OIT).

Using a multidisciplinary approach, staff from a range of programmatic and technological specialties representing three state agencies work together to develop and deliver comprehensive competency-based training.

The SDD serves the all county departments of Social/Human Services and roughly 5000 eligibility technicians across the State as well as medical assistance, presumptive eligibility and certified application assistance sites for assistance programs housed within the CBMS automated system.

The work unit consists of four distinct sections.

SDD staffing includes FTE with supervisors, lead workers, trainers, web developers, Learning Management System Administrators, Instructional Designers/Developers, an evaluator, and support staff.

The SDD utilizes a variety of training methods including but not limited to distance learning, computer-based training, classroom instruction, simulations, guided job tasks to be completed on the job, individual and group activities, games, skills practice opportunities, self-study, and experiential learning.

The SDD also develops tools to support adult learning and learning transfer.

The SDD works in partnership with colleagues from CDHS, HCPF and OIT, to determine, prioritize and assess fiscal expenditures and training priorities.

Requirements

This position is hybrid with at least two (2) days are required and as determined by business need at the office.

Summary of the position:

The position provides professional administrative and logistical support to division staff and projects.

The position accomplishes this by applying knowledge of and/or interpreting basic principles and procedures of state, department, and division guidelines.

The position uses judgement and resourcefulness to solve problems in a variety of situations.

The position is charged with setting priorities and tracking systems to complete ongoing and one-time tasks. This position provides general support responsibilities which include:

• Coordinating phone and computer resources

• Coordinating and support of software, hardware and OIT requests and purchasing

• Managing Division office supplies and making routine and one-time purchases

• Coordinating in- and out-of-state travel

• Division timekeeping

• Administrative support of on-sight and off-site events and meetings

• Maintaining a system for managing hardcopy and electronic documents

• Initiating personnel actions

• Routing documents through clearance

This position must provide excellent customer service to both internal and external customers while resolving problems, answering questions, and providing information, and advising others on administration matters.

The position must use a variety of electronic systems including e-Clearance, CORE, KRONOS, HP, US Bank, Neo-Gov, Cornerstone, and others.

Primary Job Duties:

Division Support - Manages the Division's mobile phones, computers, desk phones and other technology-related equipment purchases and leases for cost-effectiveness, expiration, and policy adherence.

Understands Division funding streams and utilizes them according to planned budgets and specific requirements.

Manages Division timekeeping including making appropriate entries in KRONOS and producing time and effort reports for Accounting and Audit purposes.

Serves as liaison with the Office of Information Technology.

Develops, implements, and enforces Divisional standard operating procedures, maintaining compliance with current Department and other guidance.

Coordinates Division's ergonomic evaluations and provides follow-up with recommendations. Anticipates upcoming computer needs by monitoring Division computer inventory and evaluating upcoming needs.

Recommends equipment assignments and selection. Evaluates a staff request for compliance with Division standard operating procedures, requesting changes or backup documentation as needed.

Travel and Event Support - Facilitates all aspects of staff travel and events. Develops, assembles, and routes for appropriate clearance in-state and out-of-slate travel requests. Makes travel arrangements including lodging, transportation, and event registration. Advises program staff on relevant state rules and assists in selecting appropriate travel options for cost and time effectiveness/efficiency. Develops Official Function forms. Identifies event venues and manages reservations, communication, billing, food, etc.

Coordinates Division and unit meetings and prepares agendas and support materials as instructed by the Division Director. Manages workspace move requests

Other Duties as Assigned - Other duties as assigned.

Qualifications

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.

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..

Volunteer work or a related type of experience may be used to meet the qualifications, but it 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.

This experience must be clearly documented on your application, and the supplemental questions must be answered. Answers such as "N/A," "In Cover Letter," or "See Resume" will not be accepted.

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.

Cover letters and resumes WILL NOT be accepted or reviewed in lieu of the official State of Colorado online application. Part-time work experience will be prorated.

Applicants must meet the minimum qualifications to continue in the selection process. You must specifically document your work experience and qualifications. Do not use "see resume" or "see attached."

Comparative Analysis Process – Structured Application Review:

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

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

Answer all supplemental questions (if listed) as your answers to these questions will be evaluated during this phase. Provide at least 4-8 sentences for each response to supplemental questions.

Supplemental Questions:

Answer the supplemental questions on the application completely and thoughtfully. Your answers may be rated based on the content of your response and your writing skills (spelling, grammar, and clarity of your writing).

Minimum Qualifications:

Experience Only:

Five (5) years of relevant experience in a general clerical or administrative service. Experience in travel/purchasing, coordination/management support.

Strong verbal and written skills – The position will require review of clearance items for: Grammar, spelling, and punctuation; and drafting letters, memoranda, emails, and other correspondence

OR

Education and Experience:

A combination of related education and/or relevant experience in General clerical or administrative service experience. Experience in travel/purchasing, coordination/management support.

Strong verbal and written skills – The position will require review of clearance items for: Grammar, spelling, and punctuation; and drafting letters, memoranda, emails, and other correspondence equal to five (5) yearsPreferred Qualifications:

• Ability to use Microsoft Office products such as Word, PowerPoint, Excel, etc

• Ability to use Google products such as Google Docs, Google Calendar, etc.

• Knowledge of Kronos as this position will be one of the primary timekeepers for the Staff Development Division employees for CDHS.

• Ability to process and track all clearance items incoming and outgoing in eClearance system.

• Ability to exercise judgment and skill in resolving issues and finding answers

• Ability to prepare agendas and meeting materials; draft communications; schedule meetings; secure meeting locations; take meeting minutes; and onboard new staff members.

• COWINS Partnership Agreement: Relevant years of State service should be considered as a preferred qualification and given weight under the process. Part-time relevant years of State service will be prorated.

• TRANSFERS ONLY: Relevant years of State service will be considered as a preferred qualification and given the weight of at least 15% of the overall score under the process.

• Relevant years of State service contribute to a candidate's position-related knowledge, skill, ability, behavior, or other posted competency

Conditions of Employment:

• Standard Background ALL CDHS employees (non-direct contact):

  CBI name check, ICON Colorado court database, Medicare fraud database, Reference checks, Professional License verification (licensure requirements), and drug screen (commercial Driver’s license)

• MOTOR VEHICLE RECORD CHECK: This position will drive a state fleet or non-state fleet vehicle for State business purposes.

• Travel This position may be required to travel as needed for offsite meetings, conferences and training.
  

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:




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.




Additional Information

How to Apply

The Assessment Process

For additional recruiting questions, please contact victoria.crocket@state.co.us

About Us:

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.

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 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.

Toll Free Applicant Technical Support

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.