Program Assistant II - Division of Youth Services (Education Services)

Job Title

Division Of Youth Services Education Office Coordinator

Job Description

This position serves as an individual contributor and the primary administrative and operational coordinator for the Division Of Youth Services (DYS) Education Office. The position provides comprehensive program support in fiscal management, procurement, human resources, contract administration, technology, and office operations. Although the position does not supervise employees, it provides guidance to other education program assistants it independently coordinates statewide administrative processes, monitors work products and deadlines, interprets and applies State Fiscal Rules, State Personnel Rules, and departmental policies, and serves as a liaison between Education leadership and internal and external stakeholders. The position supports the Education Director and Education Program Directors by coordinating business operations, monitoring fiscal and personnel activities, facilitating procurement and contract-administration processes, and maintaining systems that support statewide education programs. As an individual contributor, the position is accountable for the quality, accuracy, timeliness, and compliance of its assigned work and provides technical guidance and training to Education Office Coordinators and Program Assistants without exercising supervisory authority.

The position develops and implements standardized administrative procedures, tracking systems, templates, and training resources to improve consistency and accountability across the Education Office. It exercises independent judgment within established policies and delegated authority to coordinate competing priorities, research and resolve operational issues, and recommend process improvements. The position consults with the Education Director, assigned supervisor, or appropriate subject-matter expert when matters require program-level authority, formal policy interpretation, or decisions outside the position's delegated responsibility.

Summary of duties include fiscal management and contract monitoring, office operations and program coordination, human resources and program data tracking, and other duties as assigned.

Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights

Important Note: Please review your application to ensure completion. *Please note: RESUMES will not be accepted in lieu of a complete application. Applications with no work history will be failed for being incomplete.

Minimum Qualifications:

• Five (5) years of relevant experience in an occupation related to the work assigned to this position
• Or a combination of related education and/or relevant experience in an occupation related to the work assigned equal to five (5) years

Preferred Qualifications:

• Ability to work under tight deadlines and be adaptable to changing assignments
• Advanced proficiency in Microsoft Office (i.e. Word, Excel, Access and PowerPoint)
• Ability to interpret complex rules, regulations, policies, procedures and guidelines
• Experience working with confidential information
• Critical and analytical thinking skills
• Ability to take initiative to solve problems in an innovative manner;
• Strong attention to technical detail and accuracy;
• Ability to work effectively in both independent and team situations;
• Exceptional customer service and ability to develop and maintain professional relationships
• Exceptional verbal and written communication skills
• Highly organized
• Relevant Years of State Experience

Conditions of Employment:

• Be a minimum of 21 years of age
• Full background check and reference check required
• This position requires State of Colorado residency at the time of application (unless otherwise identified in the posting), and residency within the state throughout the duration of employment in this position.
• Must travel to training events and shadowing events and other state DYS facilities
• Continued employment is contingent upon successful completion of the DYS Pre-service Training Academy, Field Training Program (FTO) and mandatory annual training in all subject areas.
• Former State employees who were disciplinarily terminated or resigned in lieu of termination must:
• Disclose that information on the application.
• Explain why the prior termination or resignation should not disqualify you from the current position.
• Provide your employee number from your prior State employment. Absent extraordinary circumstances, prior disciplinary termination or resignation in lieu of termination and failure to provide this information will disqualify the applicant from future State employment with CDHS.

CDHS Selection Process Explanation:

• Employment history is calculated on a full-time basis (40/hrs per week). Part-time employment is calculated on a prorated basis to determine qualifications. Be sure your application specifically addresses your qualifications, experience, work products, and accomplishments as they relate to the position and minimum requirements.

Minimum Qualification Screening Process:

• A Human Resources Analyst will review the work experience/job duties sections of the online job application to determine whether your experience meets the minimum qualifications for the position. You must complete the official State of Colorado online application. Cover letters and resumes WILL NOT be reviewed during the minimum qualifications screening process. You must specifically document your work experience and qualifications in the application form. Do not use "see resume" or "see attached."
• You must meet the minimum qualifications to continue in the selection process. Part-time work experience will be prorated.

Comparative Analysis Process Structured Application Review:

• After minimum qualification screening, the comparative analysis process will involve reviewing and rating of all the information you submit. The comparative analysis step may also include your results from standardized testing.

Your Work Experience/Job Duties:

• Document your work experience/job duties to the extent to which you possess the skills, education, experience, minimum qualifications, and preferred qualifications.
• If listed, answer all supplemental questions as your answers to these questions will be evaluated during this phase. Provide at least 4-8 sentences for each supplemental question.

Supplemental Questions:

• Answer the supplemental questions completely and thoughtfully. We will rate your answers based on the content of your response and your writing skills (spelling, grammar, and clarity of your writing).

Appeal Rights:

• You may file an appeal with the State Personnel Board or request a review by the State Personnel Director if your application is eliminated. You will find the appeals process, the official appeal form, and how to deliver it on the State Personnel Board website.
• You or your representative must sign and submit the official appeal form for review.
• You can find the official appeal form here (Download PDF reader).
• You must be deliver the official appeal form to the State Personnel Board:
• By email (View email address on click.appcast.io), or
• Postmarked in US Mail to(1525 Sherman Street, 4th Floor, Denver CO 80203, or
• Hand delivered (1525 Sherman Street, 4th Floor, Denver CO 80203), or
• Faxed View phone number on click.appcast.io) within ten (10) calendar days from your receipt of notice or acknowledgement of the department's action.

Contact the State Personnel Board for assistance:

• At View phone number on click.appcast.io, or
• Refer to the Colorado Code of Regulations (CCR) 801-1, State Personnel Board Rules and Personnel Director's Administrative Procedures, Chapter 8, Resolution of Appeals and Disputes, within the Rules webpage.