Program Support - (Admin Asst III)

Full Job Description

Colorado Department of Education – What We Do
The Colorado Department of Education (CDE) provides leadership, resources, support, and accountability to the state's 178 school districts, 1,888 schools, over 53,000 teachers, and over 3,200 administrators to help them build capacity to meet the needs of the state's approximately 905,000 public school students. In addition, CDE provides structural and administrative support to the Colorado School for the Deaf and the Blind and the Charter School Institute.

As the administrative arm of the State Board of Education, CDE is responsible for implementing state and federal education laws, disbursing state and federal funds, holding schools and districts accountable for performance, licensing all educators, and providing public transparency of performance and financial data.

CDE is a values-based agency that serves students, parents, and the general public by protecting public trust through ensuring adherence to laws, strong stewardship of public funds, and accountability for student performance.

CDE strives to incorporate five core values that we uphold in our work internally and externally. If you come to CDE, be prepared to incorporate Integrity, Equity, Accountability, Trust, and commitment to Service in what you do.

The State of Colorado strives to create a Colorado for All by building and maintaining workplaces that value and respect all Coloradans through a commitment to equal opportunity and hiring based on merit and fitness. The State is resolute in non-discriminatory practices in everything we do, including hiring, employment, and advancement opportunities.

Why Work For CDE
The work we do is rewarding and impacts the students, families, educators, and communities across Colorado. Our leadership also promotes a culture that puts families and self-care as a priority. Along with meaningful work and an environment that puts employees first, the state also offers rich benefits that intend to make us an Employer of Choice!
The following is a summary of the benefits we offer:

• Flexible work schedules and flexible workplace options that may include flexible working hours, working from home, working in the office, and/or a hybrid working environment.
• Premier medical, dental, vision, and dependent life insurance options. All with a generous employer contribution keeping employee costs as low as possible.
• Employer paid short-term disability and life insurance
• Up to 160 hours of Paid Family Medical Leave (PFML)
• 11 paid holidays per year
• Competitive vacation and sick leave accruals
• Retirement through the Public Employees Retirement Association (PERA) www.copera.org
• Employer paid RTD Eco Pass (certain restrictions may apply)
• Paid professional development opportunities

A wide salary range is posted for this position and any job offer is based upon a salary analysis to comply with the Colorado Equal Pay for Equal Work Act. The salary analysis considers relevant experience, education, certifications, and state seniority as compared to others doing substantially similar work. While most salary offers are made within the posted range, occasionally an offer is made below or above the posted range based upon this salary analysis.

Requirements

Work Environment:

• Extended hours during the evening or the weekend may be required by business needs.
• Travel required within the Denver Metro/Downtown and the State of Colorado for Meetings/Training, conferences (between 15 - 20 times within the State of Colorado for Board meetings and other training).
• Driving Required (Please see Conditions of Employment section).
• Commuting to CDE office location(s) per business needs frequently.
  
• A Remote (Home) office is required.
• Required to report to the work location per business needs.
• Essential Functions (ADAAA)
  • LIGHT/Office environment:
    • Required to sit, view a computer screen, and utilize a keyboard and mouse for extended periods of time
    • May be required to lift and move up to 10 lbs. of force frequently or 20 lbs. occasionally
    • Required lifting, bending, stooping, pushing, walking, etc.
    • Light work usually requires walking or standing to a significant degree
  • Colorado DL required: Required to safely operate a motor vehicle OR State of Colorado Fleet motor vehicle to complete travel requirements.
    

Position Summary:
This position exists to handle the administrative duties and responsibilities for the Office of Facility Schools in the Exceptional Student Services Unit. Broad duties include general office and program support for ECEA and IDEA federal grant funds administration within the office and unit. These office supports include organizing events, purchasing, and accounting duties, including budgeting/accounting and all contracts, data entry and retrieval, internal and external communication, and file tracking and management. This program supports services, including technical assistance, supporting newly hired staff, professional development, and training, supporting the Facility Schools Board, Special Education directors, coordinators, and teachers, as well as supporting capacity building activities to improve the delivery of services by Facility Schools.

Duties of the Position:

• Completes all appropriate CDE forms to ensure timelines are met for staff requesting various arrangements, including forms for approval and reimbursement for in-state travel, out-of-state travel, and non-CDE employee reimbursements.
• Organizes and prepares internal and external meetings (in-person, hybrid, and virtual), including arranging and securing meeting spaces, managing and tracking registration, and completing Official Function forms, MOUs, contracts, and Purchase Orders and Purchase Requisitions as necessary.
• Prepares agendas, programs, and other meeting materials for attendees.
• Arranges meeting room setup, meals, any virtual meeting links and/or meeting spaces, and equipment for events, including Special Education Directors meetings and Facility Schools Board meetings.
• Assists with program application, Special Education monitoring, and technical assistance support activitiessuchaspreparingauthorizationsandprocessingapprovalapplicationsforpotentialnewfacility Provide specific examples of regular, ongoing decisions made by this position related to this duty.
• Determine if paperwork and forms are accurate, complete, and ready for approval and submission.
• Design and implement processes and procedures (for P-Card, recording of funding sources used, contracts, Newsletter, etc.), for all specialized education services and the general office and administrative operations to accomplish the unit's work.
  Identify potential problems and viable solutions to maximize the efficiency and effectiveness of all administrative office processes and procedures.
• Determine whether a question, program application, Special Education monitoring, and technical assistancesupporttaskscanberesolvedindividuallyorredirectedtoprogramstafforofficedirector.
• Evaluate documents, PowerPoints, and other materials to ensure they meet accessibility requirements.
• Adjust office work plans for unforeseen situations.

The final salary is anticipated to fall within the posted salary range; however, it could be higher or lower depending on the knowledge, skills, abilities, and other qualifications of the preferred candidate while considering internal equity.

Qualifications

MINIMUM EDUCATION AND EXPERIENCE REQUIREMENTS:
Experience Only

• Three (3) years of professional experience in Bookkeeping, Finance, Education/Special Education, Communication, Business Administration, Event Management, or related discipline.

Education and Experience

• Associate's degree from an accredited college or university in Bookkeeping, Finance, Education/Special Education, Communication, Business Administration, Event Management, or related discipline.

And

• One (1) year of professional experience in any of the above educational focuses or a related discipline.

_______________________________________________________________________________________________________________
QUALIFICATIONS AND CONDITIONS:
Qualifications for Success in the Position:

• Demonstrated ability to understand and welcome people with different abilities.
• Evidence of collaborative experience.
• Strong written and verbal communication skills.
• Strong attention to detail (proofing work, spelling, grammar, formatting, etc.).
• Demonstrated ability to effectively balance quality of work and productivity expectations.
• Demonstrated ability to effectively collaborate with internal and external customers (e.g. school districts, other CDE units).
• Demonstrated ability to prioritize and organize work to accommodate and meet the changing needs of the department and meet deadlines.
• Demonstrated ability to take initiative and exhibit a proactive approach to work.
• Demonstrated ability to identify problems and recommend solutions prior to the standard being jeopardized.
• Demonstrated ability to work independently, as well as, on a team.
• Ability and willingness to travel.
• Experience in forward-facing customer service.
• At least Intermediate knowledge of Microsoft Suite (Outlook, Word, Excel (basic formulas), PowerPoint).
• Google Suite (Email, Drive, Sheets, Docs).
• Zoom, Teams, Google Meets, or similar video conferencing software.

Preferred Qualifications (Preferred/Not Required):

• One (1) year of professional experience in an occupational field related to the work assigned to the position.
• Experience in Board relations.
• Experience (in volunteer or professional) in school districts, working with populations with special educational needs.

Conditions of Employment (Required):

• Must be willing and able to submit to the pre-screening process and pass a background check.
• Ability and willingness to independently determine, obtain means, and complete required travel (5 - 10%).
• Work extended schedule per business needs.
• Report to work location per business needs.
  
• Valid Colorado Driver's License Required: Required to safely operate a State of Colorado Fleet Motor vehicle to complete travel requirements (under Operational Necessity designation).
• Required to sign a Waiver of Retention Rights.

Driving Required: To ensure the safety and efficiency of CDE operations, certain positions are designated as "Driving Required." These positions are required to safely operate a motor vehicle or a State of Colorado Fleet motor vehicle to complete the travel requirements.

These positions are subject to a Motor Vehicle Records (MVR) check and a valid driver’s license requirement if it meets the following criteria:Travel Threshold: The position requires business-related travel at least 20% or more of standard working hours; AND/OR

• Operational Necessity: The travel requirements cannot be reasonably or efficiently met by alternative transportation (e.g., public transit, ride-sharing, or rail) due to:
  • Significant travel distances or out-of-state requirements.
  • A high frequency of stops at multiple locations throughout the workday.
  • The need to transport equipment or travel to areas where public transportation is unavailable or impractical.

Additional Information

Complete Applications must include:

• Completed Online Application: Required - Submitted through our ATS.
• Cover Letter: Optional - Attached at the time of application.
• Resume: Required - Attached at the time of application.
• Transcript: Required if using education to meet MQs - Attached to the online application and meeting requirements as described under "College Transcripts".
  

College Transcripts: If you are using education to qualify, a legible copy of your official or unofficial college transcript(s) or a foreign credential evaluation report must be submitted with your application. Transcripts must show the name of the school and that a degree was conferred. Transcripts from colleges or universities outside of the United States must be assessed for U.S. equivalency by a NACES educational credential evaluation service. Failure to provide a transcript or foreign credential evaluation report may result in your application being rejected and you will not be able to continue in the selection process for this position.

**Failure to submit a complete application as defined above by the announcement close may result in your application being removed from consideration.**

** Resumes and Cover Letters WILL NOT be reviewed for minimum qualification screening.

FOR CURRENT OR FORMER EMPLOYEES OF THE STATE OF COLORADO:

Per the requirements of the Step Pay Program implemented on July 1, 2024, any State employee must be paid a rate that is equal to or greater than the appropriate step pay rate within their classification’s pay range based on completed years in their current class series as of June 30. All current and former State employees must ensure that your entire work history within the State Classified System, including at Institutions of Higher Education, is indicated in your application so that your time-in-series can be calculated accurately.

Email Address:
All correspondence regarding your status in the selection/examination process will be conducted via email. Include a working email address on your application; one that is checked often as time-sensitive correspondence such as exam information or notification will take place via email. Please set up your e-mail to accept messages from "state.co.us" and "info@governmentjobs.com" addresses. It is your responsibility to ensure that your email will accept these notices and/or review your junk mail and spam-filtered email.

Appeal Rights:
If you receive notice that you have been eliminated from consideration for the position, you may protest the action by filing an appeal with the State Personnel Board/State Personnel Director within 10 days from the date you receive notice of the elimination.

Also, if you wish to challenge the selection and comparative analysis process, you may file an appeal with the State Personnel Board/State Personnel Director within 10 days from the receipt of notice or knowledge of the action you are challenging.

Refer to Chapters 4 and 8 of the State Personnel Board Rules and Personnel Director's Administrative Procedures, 4 CCR 801, for more information about the appeals process. The State Personnel Board Rules and Personnel Director's Administrative Procedures are available at www.colorado.gov/spb.

A standard appeal form is available at: https://spb.colorado.gov/ . If you appeal, your appeal must be submitted in writing on the official appeal form, signed by you or your representative, and received at the following address within 10 days of your receipt of notice or knowledge of the action: Colorado State Personnel Board/State Personnel Director, Attn: Appeals Processing, 1525 Sherman Street, 4th Floor, Denver, CO 80203. Fax: 303-866-5038. Phone: 303-866-3300. The ten-day deadline and these appeal procedures also apply to all charges of discrimination.

Equity, Diversity, and Inclusion (EDI) and Equal Employment Opportunity
The State of Colorado believes that equity, diversity, and inclusion drive 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, a 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.

The Colorado Department of Education is committed to the full inclusion of 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, including 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 hr@cde.state.co.us.