PROGRAM ASSISTANT II Full Time NEW

This position is open to current Colorado residents.

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

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Most State of Colorado employees are eligible for a great benefit package! Please see the Supplemental Information section below for details!

Description Of Job

About This Position:

The purpose of the Program Assistant II position is to serve as the primary operational and administrative lead, providing comprehensive support to the Behavioral Health Administration (BHA) executive leader and their units. This role is responsible for managing confidential information, ensuring the executive leader is organized and on schedule, coordinating meetings and travel, and serving as the first point of contact for all key stakeholders, including citizens and legislators. Furthermore, the position oversees general office procedures, acts as a liaison to other departmental offices (OIT, HR, Payroll), manages inter-office relations, develops timelines and tracks projects, and handles all budget and expense coordination, including P-card purchases and invoice processing. The incumbent functions with a high degree of independence, analyzing complicated data and designing operational workflows to manage the executive’s strategic priorities.

Description Of Job:

Executive Leadership/Team Support

Managing confidential and privileged information that impacts employees and business objectives.Entering confidential employee salary information into PAFs in eClearance.

Assuring the executive leader is organized, prepared, meeting timelines, and staying on schedule

Serve as the BHA Executives’ first point of contact for citizens, legislators, the Governor’s office, federal, state, and county elected officials, and other stakeholders speaking on behalf of the executive on administrative functions and workflows.

Informs the BHA Executive of potential problems internally or externally; provides the BHA Executive with updates and recommendations for successful resolution.

Assuring the staff or leaders aiding the BHA executive are assigned, prepared, and coordinated with the priorities and needs of the BHA Executive.

Makes appropriate travel arrangements in support of the BHA Executive and their units

Coordinate meetings, prepare agendas, briefings, or support materials for BHA Executive meetings, presentations, and speaking engagements

BHA Liaison

Manage inter-office relations of the BHA executive by serving as the BHA’s first point of contact for BHA employees, citizens, legislators, the Governor’s office, federal, state, and county elected officials, and other stakeholders.

Provide appointing authorities and leadership team/program support to BHA employees and teams. Has the authority to research, resolve, or assign for resolution any issues or complaints received.

Project & Budget Management

Develops deliverable timelines and schedules for office-wide initiatives for their executive leader and units

• Tracks and monitors all work for their executive and covered units, driving and managing timelines and deliverables
• Travel and expense coordination; completing P-card purchases and ensuring account coding; tracking contract expenditures, completing purchase requisitions, and receiving reports per business needs; updating CORE and USBank information accurately and timely; ensuring accurate and timely processing of invoices

Administrative Support

This position serves as the primary operational support for the client support group, responsible for establishing and organizing the work processes necessary to deliver program services.

The incumbent functions with a high degree of independence, exercising authority to make decisions within the limits of program objectives and technical guidelines without prior approval.

Beyond clerical support, this role involves analyzing complex data to individualize program operations, responding to technical inquiries, and designing specific operational workflows to complete high-level assignments and manage executives’ strategic priorities.

Other duties as assigned specific to Department vision and goals:

• Office management – document management, supplies, furniture, etc.
• Attend or prepare internal/external meetings as needed or assigned
• Special project work

MINIMUM QUALIFICATIONS:

Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights

• Experience Only: Five (5) 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 five (5) 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.
• 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:
• Disclose that information on the application.
• Explain why the prior termination or resignation should not disqualify you from the current position.
• 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.

Supplemental Information

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

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Toll Free Applicant Technical Support