STATE OF COLORADO RESIDENCY REQUIRED
NOTE: This announcement may be used to fill multiple openings.
Colorado Governor Jared Polis is committed to building a Colorado For All, a place where everyone has an opportunity to succeed and live the Colorado way of life. Governor Polis is focused on lowering health care costs for hardworking Coloradans, transitioning the state to renewable energy sources, ensuring every Colorado child gets a quality education, and building an economy that works for everyone.
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.
We offer a generous benefits package including:
11 paid holidays per year plus vacation and sick leave
Medical, dental, and vision plans
State paid life insurance policy
Choice of 2 retirement plans (defined benefit or defined contribution)
Optional 401(k) and 457 plans
State paid short-term disability coverage
Additional optional life and disability plans
Credit Union membership
Training and professional development
To learn more about State of Colorado benefits visit: https://www.colorado.gov/dhr/benefits.
Some positions may qualify for the Public Service Loan Forgiveness Program. For more information, go to https://studentaid.ed.gov/sa/repay-loans/forgiveness-cancellation/public-service?
This position will have the opportunity for a hybrid schedule (a combination of in-office and remote workplace). **Please note - equipment provisioning and certain onboarding tasks will take place in person, in our downtown Denver office, on the first day of employment.**
The Colorado Department of Early Childhood (CDEC) ensures the delivery of a comprehensive, community-informed, data-driven, high-quality, and equitable early childhood system that supports the care, education, and well-being of all Colorado's young children, their families, and early childhood professionals in all settings. CDEC provides access to collaborative, coordinated, quality early childhood programs and support to children, families, and early care professionals in an effort to best prepare Coloradans for future success. CDEC works with many partners, including parents, schools, child care providers, Early Childhood Councils, counties, Community Centered Boards, early intervention service providers, family resources centers, county human services, county public health, businesses, community organizations, and other stakeholders to provide high-quality early childhood and family support programs.
What you’ll be doing:
This position provides high-level support for the Deputy Executive Director/Chief Administrative Officer (DED/CAO) and the Office of Administrative Solutions (OAS) Leadership Team; and acts as the first point of contact for the DED/CAO. This position also provides expanded administrative support to the Office of Administrative Solutions. Provides technical assistance on departmental office processes and protocols, such as completing travel documents, correspondence to stakeholders, executive managers, other Division and Program Managers and staff throughout the Department. Acts as a liaison with other divisions, agencies, and state departments and utilizes information and knowledge to resolve difficult or unusual situations. Provides short and long-term project assistance.
Additional position duties include, but are not limited to:
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Scheduling and calendar management for the DED/CAO. Manages the DED/CAO’s calendar to prevent and resolve scheduling conflicts and build in enough flexible time between meetings for the DED/CAO to complete other tasks.
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Schedules routine and non-routine meetings on behalf of the DED/CAO & OAS Leadership team with members of the Senior Executive Team (SET), Division Directors, other CDEC staff, and/or external partners and stakeholders.
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Manages and organizes documentation and records for OAS. This includes completing and submitting travel requests and reimbursements, sorting and filing material from meetings and presentations, reviewing and filing confidential information, and preparing and proofreading copies of correspondence, narratives, spreadsheets, etc.
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Assists with the organization and processing of OnBase requests (RQS, PARs, etc.) for OAS.
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Functions as a backup timekeeper for assigned groups, which includes but is not limited to: entering and setting up schedules for staff, sending reminder emails to staff and supervisors of payroll deadlines, ensuring holiday leave hours are entered correctly, provide job aids as needed.
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Acts as a liaison with other Offices, Division(s), and Department staff, prioritizing functions and correspondence, coordinating meetings and presentations, and scheduling travel and making travel arrangements.
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Manages and organizes documentation and records for OAS. This includes completing and submitting travel requests and reimbursements, sorting and filing material from meetings and presentations, reviewing and filing confidential information, and preparing and proofreading copies of correspondence, narratives, spreadsheets, etc.
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Support OAS Leadership as necessary with selection, onboarding, and offboarding of employees as necessary. This can include, but is not limited to scheduling interviews, correspondence with candidates, meeting new hires on their first day, scheduling equipment provisioning with technology teams, ensuring equipment is dropped off appropriately.
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Coordinates closely with the People Operations Assistant on timekeeping, on boarding, offboarding, and purchasing of any supplies that may be ergo related or already purchased through our facilities and operations team.
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Manages clearance requests for OAS.
Residency Requirement:
This posting is only open to residents of the State of Colorado at the time of submitting your application.
Class Code & Classification Description: (New)
H4R2XX
Program Assistant II
:
Experience Only: Five (5) years of relevant experience in an occupation related to clerical and administrative skills, such as data entry, uploading electronic files, managing files/records, and answering phones. This experience must include at least one year of experience providing administrative support to executive-level leadership and must be clearly described on your application.
OR,
Education and Experience: A combination of related education and/or relevant experience in an occupation related clerical and administrative skills, such as data entry, uploading electronic files, managing files/records, and answering phones, equal to five (5) years., to include at least one year of experience providing administrative support to executive-level leadership.
Please note: The required experience must be substantiated within the work experience section of your application and in the supplemental questions. Your resume will not be reviewed to determine if you meet the minimum qualifications; only the work experience section and supplemental questions of your application will be reviewed to determine this. “See Resume” statements on the application will not be accepted. In addition,
part-time work will be prorated.
Substitutions:
Additional related experience may substitute for the education on a year-for-year basis.
Additional appropriate education in a related field may substitute for the experience requirement on a year-for-year basis.
DEFINITION OF PROFESSIONAL EXPERIENCE:
Work that involves exercising discretion, analytical skill, judgment, and personal accountability, and responsibility for creating, developing, integrating, applying, and sharing an organized body of knowledge that characteristically is uniquely acquired through an intense education or training regimen at a recognized college or university; equivalent to the curriculum requirements for a bachelor's or higher degree with major study in or pertinent to the specialized field; and continuously studied to explore, extend, and use additional discoveries, interpretations, and application and to improve data, materials, equipment, applications and methods.
Preferred Qualifications:-
State of Colorado experience related to the duties of this position
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Experience providing administrative support to executive-level leadership.
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Demonstrated ability to manage complex scheduling and travel arrangements (both in-state and out-of-state).
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Experience organizing and coordinating large meetings, town halls, or stakeholder gatherings.
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Experience serving as a primary point of contact for internal and external stakeholders, including legislative and government officials. Strong business writing skills, including the ability to draft and edit correspondence on behalf of leadership. Demonstrated discretion in handling sensitive personnel and organizational information.
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Ability to identify administrative issues and implement effective solutions independently.
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Proficiency with Google Workspace and Microsoft Office Suite. Familiarity with State of Colorado procurement and travel systems (e.g., CORE) and document management systems (e.g., OnBase).
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Experience navigating State Fiscal Rules and administrative regulations. Experience with Salesforce, Smartsheet, or software programs of a similar nature.
Highly Desired-
Proficiency in coordinating intricate in-state and out-of-state travel, including booking, itineraries, and expense reimbursement.
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Experience with purchasing, procurement, and maintaining efficient office workflows.
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Proven ability to act as a liaison for high-profile contacts, including the Governor’s Office, elected officials, and community partners.
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Strong editorial skills for drafting, proofreading, and formatting executive correspondence and reports
Conditions of Employment:-
Applicants must pass a thorough background check prior to employment.
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Employees who have been disciplined, terminated, resigned in lieu of disciplinary termination, or negotiated their termination from the State of Colorado must disclose this information on the application.
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 (
[email protected]), 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.
How to Apply (PLEASE READ CAREFULLY)
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 your relevant experience on the application itself. Applications left blank or marked "SEE RESUME" will not be considered.
Complete Applications must include the following documents:
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A complete CDEC Application for Announced Vacancy (please submit online using the green 'APPLY' button at the top of this announcement)
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A complete Supplemental Questionnaire (The questionnaire is part of the online application. You will be prompted to answer them as you are completing your online application.)
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A cover letter that describes your interest in this position, how your experience aligns with the minimum and preferred qualifications of this position. Cover letters must be uploaded as an attachment to your online application. Cover letters will not be accepted after the closing date and time of the announcement.
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If you are a veteran, a copy of your DD214. Please submit this as an attachment to your online application.
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.
Comparative Analysis Process
The comparative analysis process will consist primarily of a review of applications against the minimum and preferred qualifications of this position. Applications will be reviewed in comparison to all others in the applicant pool in order to identify a top group of candidates who may be invited for a final interview. Depending on the size of the applicant pool, additional selection processes may be utilized to identify a top group of candidates. Applicants will be notified of their status via email.
Failure to submit properly completed documents by the closing date will result in your application being rejected.
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, 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.
Transfer, Non-Disciplinary Demotion or Reinstatement
If you believe that you are eligible to be considered as a transfer, non-disciplinary demotion, or reinstatement to this vacancy, you must submit a completed application following the directions in this job announcement and you will be included in the selection process along with other qualified applicants. If you are the finalist for this position after the selection process, Human Resources will confirm your eligibility to be appointed as a transfer, non-disciplinary demotion, or reinstatement applicant.
ADAAA Accommodations:
CDEC 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 to perform 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 the HR Business Partner, Jenny Nguyen @
[email protected].
The Department does not offer sponsored visas for employment purposes.
Technical Assistance:
If you experience difficulty in uploading or attaching documents to your online application, or for any other technical difficulties, call NEOGOV technical support at 855-524-5627 anytime between 6:00 a.m.-6:00 p.m. (Pacific Time).
