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- Program Assistant II - (Child Welfare), CO, USA

Program Assistant II - (Child Welfare)

State of Colorado Job Opportunities

Denver, CO

$4,227 - $5,965 a month


What if you could be the positive change you want to see in the world? The professionals who represent the Colorado Department of Human Services work for the people of Colorado. Their work extends beyond the work space and touches the lives of families and individuals across our beautiful state.

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

About the Division of Child Welfare
The Division of Child Welfare provides a range of leadership, management and supervisory functions related to the delivery of public child welfare services to children, youth and families. The division provides administrative supervision for all child welfare programs in Colorado's 64 counties and delivers technical support, monitoring, program improvement and other quality assurance functions. The Division provides oversight to service providers who work with children in the custody of county departments of social/human services.

The Youth Services Unit oversees preventive programs and programs targeting youth involved or formerly involved in the child welfare system in Colorado. These include the Tony Grampsas Youth Services Program, the Chafee Foster Care Independence Program, the Unaccompanied Refugee Minors Program, the National Youth in Transition Database, and ongoing services for older youth in child welfare cases. In a state-supervised, county-administered child welfare system, this unit sets policy and procedures relating to older youth for the 64 county departments of social/human services. The unit works with county departments to offer technical assistance and to ensure regulatory and statutory compliance. Staff also researches most promising practices being utilized throughout the nation and recommends practices for consideration or implementation in Colorado.

Description of Job

Assists and supports the Placement Services Unit Manager and the staff within the Placement Services Unit in the execution of their duties for each district unit/roles.

Supports the Placement Services Unit Manager and the staff within the Placement Services Unit with implementing, promoting, and maintaining effective and efficient processes and operations for their program services unit.

Manages the calendar and scheduling for the Placement Services Unit Manager by recommending and committing to meetings and functions, outlining options, and prioritizing commitments and appointments.

Ensures collaboration and cooperation between the Placement Services Unit Manager, the other Division Unit Managers, the Associate Directors of both Programs and Operations, the Division Director, and the Division's programs and federal, state, or cunty offices with matters related to policy, regulations, and procedures by maintaining resources and toher pertinent information related to the program services units.

Operates independently, using Division of Child Welfare rules, regulations, policy and procedures, as well as directives from the Associate Director of Programs and the Program Services Unit Managers, to provide technical guidance to internal and external stakeholders to generate solutions to problems, or coordinate with program staff for resolution and follow up.

Makes travel arrangements for the Placement Services Unit Manager. Processes and submits all personnel, mileage, travel, and budget requests and reimbursements for approval on behalf of the Placement Services Unit Manager. Keeps up to date on state travel policies and procedures.

Provides general technical and administrative support to the Division of Child Welfare including answering phones, faxing, copying, and mail distribution.

Assists with the main phone line for the Child Welfare Division on a rotating basis, including listening to and recording information from clients, county department personnel, stakeholders or other Divisions within the agency.

Assists with mail distribution for the Child Welfare Division on a rotating basis, including getting, sorting, and delivering the mail for the Division.

Provides a high quality of customer service to assist and accommodate the needs of Division staff and external customers.

Processes and submits all invoices for approval on behalf of the Placement Services Unit Manager and the staff within the Placement Services nit. Keeps up to date on all state policies and procedures related to invoices.

Assists with special event arrangements and follows approval processes for Official functions.

Follows Division/Department clearance process as appropriate to the document being cleared and enter documents into clearance.

Schedules conferences, webinars, and other related meetings for the Placement Unit Manager and the staff within the Placement Unit as needed.

Serves as the administrative support for assigned committees and task groups, including but not limited to, assisting with creating agendas, takes minutes, etc.

Researches various program or staffing topics and provides findings and recommendations to the unit manager/s. Translates program unit specific project ideas into policies to support the goals of the Program Work Units.

Conducts research and compiles information related to various Program Services Unit projects or policies, and provides findings and recommendations to the Placement Services Unit Manager, for review by the Associate Director of Programs. Maintains records and independently creates correspondence, memos, reports, tables, and charts for tracking the Placement Develops and maintains databases, files, and records.

Provides backup assistance to program unit support staff when other program unit support staff are out of the office to ensure workloads are always covered efficiently.

Provides general division administrative support and backup assistance to the Division of Child Welfare Director when the his/her assistant is out of the office. This includes, but is not limited to, copying, printing, routing clearance folders, processing travel requests, and formatting and proofing documents for approval.This Includes copying, printing, routing clearance folders, formatting and proofing documents for approval.

Many scheduling conflicts arise daily. This position will need to decide how to balance these conflicts, and determine priorities for Placement Services Unit Manager.

This position will often need to prepare documents using partial or missing information. The position will have to research and gather the additional information needed to prepare the documents in preparation for Placement Services Unit Manager 's approval and signature.

Project Management:
Coordinates the planning and implementation of projects, including legislative items during session, assigned to the Placement Services Unit Manager by the Associate Director of Programs, the Division Director, the OCYF leadership team, the Department's leadership team, and/or other stakeholders.

Develops and regularly updates work plans that track the key deliverables of each project.

Develops strong working relationships with internal and external stakeholders whose participation and expertise are necessary to successfully plan and execute the objectives of the projects.

Informs the Placement Services Unit Manager of potential problems internally or externally; provides Placement Services Unit Manager with updates and recommendations for successful resolution to any challenges that impede the progress of each project.

Regularly provides data, information, and recommendations to the Placement Services Unit Manager regarding the progress oThis position provides program and administrative support to the Placement Services Unit Manager and the staff within the Placement Services Unit.

Office Administrative General Support
Other duties as assigned.

Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights

Five years of experience in an occupational field related to the work assigned to the position and passing scores on skills testing.

College, university or non-correspondence business school course work may substitute on a year-for-year basis.

Applicants using education as a substitution MUST supply an unofficial transcripts before the application deadline to the Human Resources office. Applications requesting this substitution without transcripts will NOT be considered.

Qualifications and Qualities that allow you to stand out
The following supplemental experience, competencies and abilities are highly desirable for this position and may be considered in selecting the successful candidate:
Experience on using a relational database.
Ability to use Microsoft Office products such as Word, PowerPoint, Excel, etc.
Ability to use Google products such as Google Docs, Google Calendar, etc.
Knowledge of Kronos as this position will be one of the primary timekeepers for the Division of Child Welfare.
Ability to process and track all clearance items incoming and outgoing in CDHS eClearance system.
Ability to exercise judgment and skill in resolving issues and finding answers
Strong writing skills – The position will require review of clearance items for: Grammar, spelling, and punctuation; and drafting letters, memoranda, emails, and other correspondence
Ability to drive state vehicles and make arrangements for repairs and maintenance of vehicles
Ability to prepare agendas and meeting materials; draft communications to committee members; schedule meetings; secure meeting locations; take meeting minutes; and onboard new committee members.
Conditions of Employment
A pre-employment criminal background check, sex offender registry check and child abuse/neglect background check will be conducted as part of the selection process. Felony convictions, conviction of crimes of moral turpitude, or convictions of misdemeanors related to job duties may disqualify you from being considered for this position. Should your background check reveal any charges or convictions, it is your responsibility to provide the CDHS Background Unit with an official disposition of any charges.
Must pass a drug screen.
Must possess a valid Colorado Driver's license
This employee will need to travel to counties to assist with the implementation of Different Response, and to provide technical assistance regarding the referral and assessment phase.

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
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.

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 This email address is being protected from spambots. You need JavaScript enabled to view it. or the contact listed on this announcement three days before the assessment date.

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 selection 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 up to 6 candidates who may be invited for a final interview. Applicants will be notified of their status via email.

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.


Job posted on 6 October 2018.

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