Program Assistant I - Remote -

Department Information

This position is open to current Colorado residents only.

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

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 Unit:

The Equity, Diversity, and Inclusion (EDI) Team leads all Colorado Department of Human Services (CDHS) level efforts on equity, diversity, inclusion, and belonging. Each member of the team contributes to the coordination of internal and external activities that achieve goals and objectives set in the CDHS Equity Action Plan and EDI related priorities for the Department Strategic Plan.

The mission of the Colorado Developmental Disabilities Council (the Council) is to advocate for systems change by promoting meaningful person-centered participation, self-determination and inclusion for all individuals with developmental disabilities.

The Council is a Type 1 Transfer Agency, established at a state level by C.R.S. 27-10.5-201 and at the federal level by the Developmental Disabilities Assistance and Bill of Rights Act (DD Act), of 2000 (Public Law 106–402). The board is composed of 24, Governor-appointed, volunteer members. Members include people with intellectual and developmental disabilities (IDD); parents, guardians, or immediate family members of people with IDD; and members who represent agencies or organizations that administer services available to Coloradans with IDD, with required subject matter expertise under the federal regulations.

The Council exercises its prescribed authority, duties and functions independently of the head of the Department of Human Services, which provides administrative and fiscal support as the Council’s Designated State Agency. The Council provides education, grants, advocacy and systems change, led by, with and for individuals with developmental disabilities and their families. We do this by completing a needs assessment, creating and implementing a five-year plan, and evaluating our results as outlined in the DD Act requirements. The Council also serves in an advisory capacity to the Governor and General Assembly on matters impacting persons with developmental disabilities.

About This Position

The Council has a small team of six that is fully remote. We value connection, collaboration and community and we cultivate relationships through regular IM, virtual meeting and email communications, biweekly virtual staff meetings, weekly or biweekly virtual 1:1s and quarterly half-day in person staff meetings that are scheduled in community spaces. We use Gallup Strengths Finder to leverage our strengths and support each other, and we see ourselves as a learning organization with a growth mindset. We work with a wide variety of community partners, council members and stakeholders so we value communication and transparency in all that we do. Above all, we believe in creating the systemic and societal conditions that ensure people with intellectual or developmental disabilities get to experience their own vision of a meaningful life of freedom, choice, love, joy and purpose and are valued for the contributions they bring to our communities.

This position will contribute to the strength of the Colorado Developmental Disabilities Council staff and Council members by providing high-quality program, membership and administrative support. This position will develop, refine, and implement work processes to ensure the workload, operational requirements, and deadlines are managed and met according to the expectations of the Council Director. The position requires knowledge about program areas to properly determine, direct and assist members and stakeholders to appropriate staff. This position coordinates Council and committee meetings and ensures materials are available and accessible for members and staff, including accommodations, translation and interpretation services. This position assists with graphic design and editing for program materials, social media and website maintenance as needed.

This person ensures the Council’s communications are appropriate under Open Meetings Law. This position is the first point of contact for Colorado Open Records Act (CORA) requests from our designated state agency (CDHS) office staff and coordinates requests appropriately to gather the requested information. Often serving as the public’s first point of contact for the Council, this position requires a high level of customer service, flexibility and confidentiality.

This position must familiarize themselves and become proficient in state systems and processes related to human resources (timesheet allocation, posting and filling positions through the Personnel Action Form), financial transactions (P card administration, supply orders, preferred vendors, e-clearance, CORE) and information technology (hardware and software purchases, equipment needs). This position tracks purchasing for supplies using the program P-cards and travel via OneCard. This position arranges travel for staff using the state travel agency and corporate accounts for airfare, ground transportation and lodging. This position is the staff liaison to the Office of Information and Technology (OIT) for all hardware, software, and equipment needs. This position maintains the Google shared drives of the Council Staff and Members and ensures that document and records retention practices are maintained with historical documents. This position serves as the staff liaison to our designated state agency (CDHS) office staff in troubleshooting administrative, purchasing, travel and information technology needs.

Summary Of Job Duties

Program and Membership Support:

• Maintains a strong understanding of internal projects, processes and goals of the Council.
• Often serving as the public’s first point of contact for the Council, this position maintains an awareness of accomplishments, potential problems and developing situations to inform staff and members.
• Coordinates the Council’s annual calendar in alignment with federal and state deadlines, Council bylaws and other repetitive or cyclical deadlines.
• Coordinates federally required public comment process for the Council’s five-year state plan and any necessary amendments to the plan during the grant cycle.
• Plans in person or remote venue for, arranges audio visual, and organizes materials for up to six (6) annual Council meetings and monthly committee meetings for each of the three Council committees.
• Prepares materials for meeting attendees in collaboration with Council staff and Committee chairs. Ensures that meeting materials are accessible and responds to accommodation requests, including interpretation and translation support.
• Produces correspondence and reports with Microsoft Office, Adobe, Google Suite, SmartSheets and/or other software needed to create appropriate information and/or reporting. Assists with graphic design and editing for program materials, social media and website maintenance as needed.
• Maintains Council and Committee rosters including position served, term dates, accommodations needed, contact information and other relevant details to ensure that Council composition meets the federal requirements of the DD Act.
• Completes Council appointment packets for submission to CDHS Boards liaison and Governor's office for appointment to Council, using information provided by Staff and the Membership Committee.
• Oversees compliance with Colorado Open Meetings Law for all documents and ensures documents are presented in a consistent, professional manner in alignment with the Council branding guidelines.
• Tracks Colorado Open Records Act (CORA) requests made to the Council and elevates requests as appropriate, coordinating the Council’s response with CDHS legal staff to provide the materials requested.
• Manages the Google shared drive in a well-organized manner so the information is the most current and accurate for Council member needs. Ensures document management and records retention meets federal program requirements and state requirements.
  
  

Administrative Support

• Complete the program administrative needs for human resources, accounting, travel, information and technology and all required approval processes using state systems including CORE, Kronos, Perceptive, eClearance and Cornerstone.
• Coordinates onboarding and offboarding of staff including access to the needed equipment, software, training, supplies and support needed for them to perform their position duties effectively.
• Provides ongoing training to maintain staff proficiency with Google Suite, Zoom, Microsoft Office, Adobe, Cornerstone, SmartSheet, website information and other tools as needed.
• Manages the Staff Google shared drives in a well-organized manner so the information needed collectively by staff is organized, accessible and available.
• Serves as the administrator of the Travel Cards, Group Event and Purchasing Card. Position is accountable for office expenditures, meeting and travel expenditures, technology needs including hardware and software, annual billing of system subscriptions, event registrations and all non-Grant expenditures.
• Compiles and completes travel request documents for approval by CDHS policies, obtains necessary travel confirmations including flights, hotels and registrations for seminars and conferences.
• Researches and finalizes travel arrangements for Council staff and Council members for in person meetings and coordinates accommodations and meals for meetings.
• Compiles and submits travel reimbursement requests for Council staff and members, ensuring compliance with fiscal rules and regulations.
• Position is the central point for submission through CDHS eClearance and Perceptive clearance programs.
• Serves as the liaison to CDHS Human Resources for all Personnel Action Forms (PAFs) related to position updates, hiring, onboarding, offboarding or other needed actions.
• Serves as the Council liaison to the Office of Information and Technology (OIT) for all hardware, software, network and equipment needs, in alignment with CDHS policies and procedures.
• Maintains an inventory of equipment with OIT and ensures new equipment is purchased or leased in a timely way, out of term leases are resolved, and equipment is returned when replaced or when an employee separates from employment.
• Develops and implements new office and program procedures as needed to ensure the smooth operations of the Council.
  
  

Communication/Customer Service:

• Builds relationships and rapport with Council/Commission members, staff, and external stakeholders and ensures they receive respectful and professional customer service.
• Provides a high level of customer service to the general public by responding to or directing citizen complaints, concerns and inquiries on projects, obtaining information and informing the public accordingly and referring to the appropriate staff.
• Manages the Council’s main Google phone line, general email inbox and communications received through the website.
• Ensures complaints, messages, phone calls, and inquiries are responded to in an effective and timely manner, and elevates as needed to the appropriate staff.
• Resolves, responds or elevates incoming requests as appropriate, which may include urgent requests.
• Other duties as assigned
  
  

Minimum Qualifications, Substitutions, Conditions Of Employment & Appeal Rights

Important Note: Please review your application to ensure completion. For the most equitable applicant experience, CDHS' hiring teams consider only the contents of your application to determine meeting minimum qualifications and for the comparative analysis process. Experience is calculated on a full-time equivalency basis, therefore, it is important to accurately notate the hours you averaged per experience section entry. Volunteer work or related types of experience may be used to meet the qualifications, but must be clearly documented. It is paramount that in the experience portion of the application, the applicant describes the extent to which they possess the education, experience, competencies and background as they relate to the duties outlined in the job announcement.

Minimum Qualifications

Option 1 - Experience:

• Four (4) years of relevant administrative experience related to the work assigned to this position. Experience must include reviewing, applying, and/or creating accessible documents. Experience adjusting for meeting accessibility in person or virtually (e.g. Zoom accommodations, scheduling interpreters, bridging content to be available for all types of accommodation needs).
• Please note: This experience must be clearly documented on your application and the supplemental questions must be answered.

OR

Option 2 - Experience & Education

• A combination of related education and/or relevant experience in an occupation related to the work assigned equal to four (4) years. Experience must include reviewing, applying, and/or creating accessible documents. Experience adjusting for meeting accessibility in person or virtually (e.g. Zoom accommodations, scheduling interpreters, bridging content to be available for all types of accommodation needs).
  
  

Preferred Qualifications:

• Ability to multi-task various priorities
• Advanced proficiency in Google Suite (Documents, Sheets, Slides) and/or Advanced proficiency in Microsoft Office (i.e. Word, Excel, Access and PowerPoint)
• Graphic design experience in Adobe Suite and familiarity with social media platforms (Facebook, Instagram, LinkedIn, X) and website maintenance (WordPress)
• Relevant years of state service; experience as a state employee working with state systems (CORE, Kronos, Perceptive, eClearance) is very helpful for this role.
• Diversity, Equity, and Inclusivity Skills: Effectively work with others from diverse backgrounds and skill levels; Strong interpersonal and customer service skills: ability to work collaboratively and develop partnerships; effective problem-solving skills. Ability to work across departments.
• Self-Starter: Take the initiative to determine daily tasks. Make independent decisions regarding prioritizing work. Critical Thinking and Analytical skills: Understand and interpret policies and procedures, and processes. Help others address technical challenges or issues. Strong attention to detail.
• Organizational Skills: creating and maintaining electronic document folders, document retention policy experience.
• Communication Skills: Ability to maintain the confidentiality of the office; Effective verbal and written communication skills; ability to present and provide technical assistance and training to an audience; proficiency in Google Suite, MS Word, Excel, and databases.
  
  

Conditions of Employment:

• May require in-state travel for attendance of Council meetings and training opportunities
• Standard Background – Name check, TRAILS, CMS and JBITS
• Former State employees who were disciplinarily terminated or resigned in lieu of termination must disclose the information on the application and provide an explanation why the prior termination or resignation should not disqualify the applicant from the current position. Absent extraordinary circumstances, prior disciplinary termination or resignation in lieu of termination will disqualify the applicant from future State employment with CDHS.
  
  

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.

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

How To Apply

The Assessment Process

A cover letter and resume are not required for this position and will not be reviewed. Please clearly indicate and detail relevant experience in the application form under employment history and in your response to all supplemental questions. The comparative analysis process will review responses to the supplemental questions and the preferred qualifications.

For additional recruiting questions, please contact [email protected]

About Us

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:

• Strong, secure, yet flexible retirement benefits including a PERA Defined Benefit Plan or PERA Defined Contribution Plan www.copera.org 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
• BenefitHub state employee discount program
• Employee Wellness program MotivateMe
• 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. For more
  
  

information, go to https://www.colorado.gov/pacific/dhr/student-loan-forgiveness-programs .

Our Values

We believe in a people-first approach: To serve the people of Colorado, we develop a culture and work environment that creates an energized, inspired, and healthy team capable of giving their best to Coloradans.

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.

We are committed to increasing the diversity of our staff and providing culturally responsive programs and services. Therefore, we encourage responses from people of diverse backgrounds and abilities.

ADAA Accommodations: CDHS 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 our ADAAA Coordinator, Nancy Schmelzer, at [email protected] or call 1-800-929-0791.

~THE STATE OF COLORADO IS AN EQUAL OPPORTUNITY EMPLOYER~