Program Assistant II - Division of Employment and Benefits

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


Department Information

* OPEN TO CURRENT COLORADO RESIDENTS*
*This posting will close after the first 50 applications have been received. Applicants are encouraged to apply as soon as possible*

If your goal is to build a career that makes a difference, consider joining 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. In addition to a great location and rewarding and meaningful work, we offer:
  • Employee wellness programs
  • Strong, secure, yet flexible retirement benefits including PERA Defined Benefit Plan or PERA Defined Contribution Plan plus 401K and 457 plans
  • Medical and dental health plans
  • Paid life insurance
  • Short and long-term disability coverage
  • 10 paid holidays per year plus vacation and sick leave
  • Excellent work-life programs, such as flexible schedules, training opportunities, and more

Work Unit:

The Employment and Benefits Division is responsible for ongoing implementation of an array of Adult Financial Assistance Programs (Old Age Pension, State Burial Assistance, Aid to the Needy Disabled, Aid to the Blind, AND/AB Supplemental Security Income, and Colorado Supplement), the Colorado Works Programs, Employment and Workforce Development Services, the Colorado Refugee Services Program (CRSP), several grant programs, and the Supplemental Nutrition Assistance Employment and Training program (SNAP E&T), known in Colorado as Employment First (EF).

Most of the programs operate in all counties in Colorado and are administered locally by the county departments of human/social services. The Division supervises county departments of human/social services in the administration of these programs and is responsible for assuring that all counties comply with the terms of their county policies and are in compliance with all federal and state statutes and regulations. Division staff write state level policies and rules; train county staff on policies, procedures and effective case management skills; provide technical assistance to counties on automated systems issues and ongoing implementation; work with the General Assembly on legislative and fiscal initiatives affecting programs operation; report to federal government on federal programs implementation; monitor county performance in their implementation of the programs; and allocate federal block grant funds to the counties for their use in implementing the program. The Division is the primary link between the county departments of human/social services and the federal government on many issues. The Division also works closely with other Divisions and Offices within the Department, other state agencies, the General Assembly, the Governor's Office and client advocacy organizations in the implementation of welfare reform.

Description of Job 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, rules, procedures, or other federal, state, department, and division guidelines. The position determines and evaluates processes and support necessary to maintain essential functions of the Division's strategic plan and associated goals/objectives. The position uses judgment 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:
· Division timekeeping,
· Initiating personnel actions,
· Coordinating phone and computer resources,
· Routing documents through clearance;
· Maintaining a system for managing hardcopy and electronic documents;
· Implementing special projects;
· Coordinating in- and out-of-state travel;
· Planning and support of on-sight and off-site events and meetings; and
· Managing Division office supplies and making routine and one-time purchases.

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 CDHS administration matters. The position must use a variety of electronic systems including e-Clearance, CORE, KRONOS, TEMS/Wireless Watchdog, Citi-Manager, Neo-Gov, Cornerstone, and others.

Division Support:
· Determines how to organize workload to address multiple program needs and competing priorities.
· Determines needs and orders materials for day-to-day and special project needs.
· Determines content for reports for various levels of management and analyzes trends to make recommendations related to areas of responsibility.
· Decides most appropriate funding source for an expense. Reviews billing to ensure intended and appropriate funding sources were used.
· Determines office supplies, furniture, equipment to ensure Division's office is professional, sufficient office supplies are readily available, and equipment is meeting staff needs at all times.

Travel and Event Support:
· Determines accuracy of travel reimbursement requests, recommending edits as needed to expedite processing. Using experience and judgment, recommends edits to travel justifications/requests, often writing them from scratch, to make them as strong as possible.
· Uses judgment and policy knowledge, along with information provided by travelers, to determine lodging options that will best meet traveler's needs at the lowest possible price.
· Decides how to receive, process, and archive travel requests, travel reimbursements, and event requests to ensure essential information is obtained efficiently and audit documentation is stored.
· Determines the needs and budget of a particular event to select relevant and appropriate venue options.
· Determines event food needs according to what's allowed, affordable, and necessary, and places appropriate catering orders.

Communications :
· Provides technical assistance, and responds to questions and requests for information for Division program areas, answers internal and external stakeholder questions and routes more specific requests to appropriate program staff or managers within the Division.
· Informs the administrator of potential problems either internally or externally and recommends solutions.
· Organizes and produces meeting minutes as needed

Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights Minimum Qualifications
  • Five (5) years professional experience in general clerical work.
Substitutions
  • Applicable education will substitute for experience on year-for-year basis
Preferred Qualifications
  • Proficient with Microsoft Office Suite including Word, Excel, PowerPoint

  • Proficient with Google Applications including Google Docs, Sheets, Forms, Gmail, Calendar

  • Self-starter

  • Ability to prioritize many concurrent tasks, meeting both routine and one-off deadlines

  • Proficient with Microsoft Access

  • Excels at and enjoys working with diverse people

  • Strong attention to detail

  • Well-organized

Conditions of Employment
  • Candidates must pass a Colorado Background Investigation background check prior to start date with the Department.

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.

Supplemental Information The Colorado Constitution, Article XII, Section 13 requires that applicants for state classified government jobs be residents of Colorado.

Please note that ONLY your State of Colorado job application will be reviewed during the initial screening; your resume and cover letter 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.

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.

Comparative Analysis Process:
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. Applications will be reviewed in comparison to others in the applicant pool in order to identify a top group of up to 6 candidates who will be invited for a final interview. Additional selection processes may be utilized, to include, phone screenings, initial interviews, written assessments and examinations.

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.