APS Program Assistant I

State of Colorado Job Opportunities - Denver, CO (30+ days ago)3.5


Department Information

This position is open to current State of Colorado residents only.

Our Culture & Environment
Our vision is that the people of Colorado will be safe, healthy, and prepared to achieve their greatest aspirations. Through our core values listed below, CDHS staff are committed to:
Making decisions with, and acting in the best interests of the people we serve, because Colorado's success depends on their well-being
Sharing information, seeking input, and explaining our actions because we value accountability and transparency
Managing our resources efficiently because we value stewardship
Promoting a positive work environment, and supporting and developing employees, because their performance is essential to Colorado's success
Meaningfully engaging our partners and the people we serve because we must work together to achieve the best outcomes
Committing to continuous learning because Coloradans deserve effective solutions today and forward-looking innovation for tomorrow
The Division of Aging and Adult Services (AAS) is one of six Divisions within the Office of community Access and Independence. The Division exists to provide state leadership and supervision to all 64 county departments of social/human services in the administration of their Adult Protective Services programs and to 16 Area Agencies on Aging (AAA) in the administration of Older Americans Act (OAA) programs. The Division consists of three management units that report to the Division Director. These units are:
State Unit on Aging;
Adult Protective Services (APS); and
Data and Fiscal Management
The Adult Protective Services (APS) unit administers the Adult Protective Services program, providing supervisory oversight of 64 County Departments.

Description of Job
This position is a program assistant for the APS unit. The position is dedicated to development of training modules, website maintenance, training event logistics and planning and administrative support as directed by the APS program manager. As a program assistant, this position will utilize curriculum developed by APS program specialists to create self-directed training modules, using an online authoring tool. The position will also complete updates and maintenance of the APS website and, will coordinate the logistics of training events, including scheduling, staffing, facilities, equipment, materials, travel/lodging arrangements, and attendance records and make payments to vendors. The position will be the primary administrative support person for the APS program and as such will ensure reimbursement for vendors, utilize CORE to secure vendors and payments, submit and track eClearance requests, utilize CMS to develop or renew contracts. Adult Protective Services responds to reports of abuse and neglect, and exploitation of at-risk adults, which can be disturbing. This position must be able to employ coping skills to minimize secondary trauma and must maintain strict confidentiality.

Primary Job Duties:
Administrative Support:
Position will coordinate with the APS program specialists to monitor contracts held by the APS unit to ensure the contractor is performing duties required by the contract. The position will be the point of contact related to contract invoices and payments and will review and prepare the reimbursement requests for payment. Position will coordinate with the Division's program assistant, as needed.

Position will arrange training event logistics related to the training provided or coordinated by the APS unit, including scheduling, staffing, facilities, equipment, materials, travel/lodging arrangements, and attendance records, as determined by the training specialist and unit manager. The position will purchase all supplies, arrange for any materials to be printed, and process payments associated with training. The position will ensure that training is accurately recorded in CAPS by attendees.

Position will complete necessary work in CORE and eClearance related to purchases, small dollar contracts, official functions, and other needs that may arise. The position will be the APS unit's group event card and p-card holder and coordinator. The position will purchase items needed for the operation of the APS unit and events and ensure charges are coded to the correct budget line and expenditure type.

Training Development and Tracking:
The position will utilize curriculum that has been developed by APS program specialists to create self-directed training modules using an on-line authoring tool. The position will monitor the Learning Management System (LMS) associated with the authoring tool to monitor whether county APS staff have taken/passed training modules and will report out to the APS program specialists and/or manager. The position will also update and maintain the APS website, at the direction of the APS program specialists and/or manager.

Position will produce training attendance records requested by the data analyst and unit manager for annual reporting and quality assurance activities.

Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights

Minimum Qualifications:
Four years (recent) clerical experience in a professional office environment. Recent experience is within the last 6 years.

Substitutions:
Appropriate education will substitute for experience on a year for year basis.

Proficiency using basic computer software and email, including Word, Excel, and PowerPoint
Demonstrated ability to learn and become proficient in data systems or computer programs, such as CORE, eClearance, learning management systems, etc.
Keyboarding proficiency

Preferred Qualifications:
Experience working in an administrative capacity where attention to detail and ability to follow through on work was essential to the duties performed.
Organizational skills that include the ability to prioritize, multi-task, and meet deadlines despite interruptions and a fast-paced environment.
Knowledge of principles and processes for providing excellent customer service.
Ability to maintain strict confidentiality.
Strong analytical, problem-solving, and decision-making skills.
Ability to take direction and use independent judgment to accomplish tasks to meet deadlines and work independently.
Knowledge of procurement processes
Ability to communicate effectively in potentially high-stress situations and with individuals with diverse cultural backgrounds.
Experience with administrative and clerical procedures and systems such as word processing, managing files, and transcription, designing forms, taking meeting. minutes, and other office procedures and terminology.
Clear and effective written and oral communication skills.

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: www.colorado.gov/spb. 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.

How to Apply (PLEASE READ CAREFULLY)
Applicants are encouraged to attach a cover letter and resume to their application.
Please note that ONLY your State of Colorado job application will be reviewed during the initial screening; if you submit a resume and cover letter, they will be reviewed in later stages of the selection process. Therefore, it is paramount that you clearly describe all of your relevant experience on the application itself. Applications left blank or marked "SEE RESUME" will not be considered.
Your application will be reviewed against the minimum qualifications for the position. If your application demonstrates that you meet the minimum qualifications, you will be invited to the comparative analysis process, which is described below.

The comparative analysis will include a review by the hiring panel to identify those that best meet the required and preferred qualifications. Testing that is specifically related to the positions duties, such as computer skills and/or writing and math aptitude may be required of applicants. The hiring panel may choose to conduct brief telephone interviews of applicants to determine the finalists to interview in person.

Note: Current and former employees (transfers, voluntary demotions and reinstatements) are required to apply and participate in the comparative analysis process. Former employees of the Colorado Department of Human Services (CDHS) who were disciplinary terminated or resigned in lieu of termination must disclose the information on your application and may not be eligible for employment at CDHS.

Supplemental Information
Conditions of Employment
The successful candidate in this position must be willing and available to submit to the following conditions:
State Background check

Any person with a disability as defined by the Americans with Disabilities Act (ADA) may be provided a reasonable accommodation upon request to enable the person to complete an employment assessment. To receive the accommodation, the person making the request must present medical documentation that describes the impairment which justifies the accommodation. Because it requires several days for CDHS to evaluate the request and prepare for the accommodation, it is essential for the person who believes he/she may need an accommodation to locate or obtain the documentation that he/she intends to submit well in advance of the assessment date. Failure to provide the medical documentation three days in advance of a comparative analysis could make it impossible for CDHS to prepare for and provide the requested accommodation. To request a reasonable accommodation for this assessment, please contact Bridget Clawson Braaten at 303-866-4373 or bridget.clawson@state.co.us or the contact listed on this announcement three days before the assessment date.