BITS Program Assistant

Program Assistant II

HYBRID - Minimum 2 days or more in office, based on business needs

Please note: These working arrangements are subject to change.

The purpose of the Program Assistant II is to provide office management and high-quality administrative support to the Business Innovation, Technology and Security (BITS) division. This position provides a range of high-level office, technical, and administrative support to the BITS leadership, BITS units and other CDHS program staff. Responsibilities include, but are not limited to:

• Serves as the primary division contact and source of information for internal and external customers, and responds to customers on behalf of the BITS Director.
• Serving as the primary point of contact for departmental technology resources and needs. The division coordinates with program staff to support IT operations, maintenance, modernization, and the implementation of new systems, as well as health information technology, data governance, and the use and oversight of artificial intelligence
• Working largely independently, the Program Assistant II manages multiple deadlines and projects as delegated by BITS leadership, identifies operational challenges and develops action plans to strengthen office processes, and supports leadership in maintaining best practices for hiring, onboarding, offboarding, and purchasing.
• The position also handles sensitive and confidential information and applies CDHS and OIT technical best practices while exercising sound judgment and initiative in a dynamic and sometimes ambiguous environment
• Provides a wide range of division support including composing and editing letters, memoranda, reports, and presentations; prepares copy for submission of proposals and/or reports.
• Manages and directs the BITS Director's schedule by identifying, recommending, and prioritizing requests for functions and meetings with internal and external stakeholders.
• Participates in Office / Division level Program Assistant coordination meetings to stay informed of the most recent policies, procedures, guidelines, and requirements to effectively and efficiently perform duties.
• Establishes tracking systems to coordinate workload and priorities
• Responsible for identifying office problems or areas that need strengthening and the development of action plans to correct issues identified.
• Assists BITS leadership in learning and maintaining best practices relating to hiring, onboarding, offboarding, and purchasing. This position handles sensitive and confidential information; and requires the knowledge and application of CDHS and OIT technical best practices.
• Works independently in an ambiguous environment using independent judgment/initiative on mulitple deadlines and projects.

Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights

Experience:

Five (5) years of relevant experience in an occupation related to the work assigned to this position such as executive administrative support, project management/coordination, office management, administrative technical support, process improvement or other related areas.

Education and Experience:

A combination of related education and/or relevant experience in an occupation related to the work assigned such as executive administrative support, project management/coordination, office management, administrative technical support, process improvement or other related areas equal to five (5) years.

• Experience working for the Department of Human Services or other State agencies
• Experience providing support to executive level positions or other administrative leadership
• Experience working in a fast-paced environment
• Experience with project management/coordination
• Detail-oriented and well-organized

• Standard background check and reference check required
• This position requires State of Colorado residency at the time of application and residency within the state throughout the duration of employment in this position.
• Former State employees who were disciplinarily terminated or resigned in lieu of termination must:
1. Disclose that information on the application.
2. Explain why the prior termination or resignation should not disqualify you from the current position.
3. 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. Do not use "see resume" or "see attached."

Comparative Analysis Process Structured Application Review

After minimum qualification screening, the comparative analysis process will involve a review and rating of all the information you submit. The comparative analysis step may also include your results from an eSkills Test.

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.