Administrative Assistant - Part Time - Program Assistant I - Division of Community Programs

Job Title

Employer: State of Colorado

Salary: $25.67 - $41.07 Hourly

Location: Denver, CO

Job Type: Part Time

Job Number: IHA 05311 05/19/2026

Department: Colorado Department of Human Services

Division: OCYF (Office of Children, Youth & Families)

Opening Date: 05/19/2026

FLSA: Determined by Position

Type of Announcement: This position is open only to Colorado state residents. Primary Physical Work Address 1575 Sherman St Denver, CO 80203

FLSA Status: Non-Exempt; position is eligible for overtime compensation.

Department Contact Information: View email address on click.appcast.io

How To Apply: Please submit an online application for this position at Reach out to the Department Contact to apply using a paper application, including any supplemental questions. Failure to submit a complete and timely application may result in the rejection of your application. Applicants are responsible for ensuring that application materials are received by the appropriate Human Resources office before the closing date and time listed.

Description of Job

Weekly Hybrid Working Arrangements

Minimum 2 days In Office and Maximum 3 days Remote Work

Purpose of Position: This position will be responsible for various administrative tasks to support program functions within the Division of Community Programs. Administrative tasks of this position include the following duties: scheduling meetings; responding to the general email inbox(es); maintaining calendars; website maintenance; taking meeting notes; distributing meeting materials; purchasing office supplies; assisting with travel and expense reimbursements; assisting as back-up for contracting and fiscal duties; and performing other general administrative duties as assigned.

Job Duties:

Budget and Finance Support

• Purchases, receives, and stores supplies, training material, software licenses, etc. for assigned programs.
• Manages and reconciles purchase card (P-Card) used for purchases, official functions, travel, program supplies, and other purchases, ensuring compliance with all fiscal rules regarding P-Card purchases.
• Maintains purchasing records in compliance with accounting and procurement requirements.
• Provides records for any audit requests to purchasing card authorities in a timely manner, and with appropriate supporting documentation.
• Assist fiscal team staff with the grantee purchase orders and contracts when the need arises.
• Assist teams with invoice processing as needed.

Program Support

• Assists assigned programs with duties to include: responding to general program email and phone calls, maintaining an electronic filing system for program functions, monitoring documents in the clearance and e-Clearance processes, schedule meetings, format and edit program documents, and fulfill general copying, faxing, and mailing requests by program staff.
• Manages operational aspects of program events, council, and board meetings to include: maintaining program and public meeting calendars, obtaining official function approvals, sending agendas, managing all aspects of meeting technology platforms, writing and distributing meeting minutes, assisting work groups with meeting logistics, submitting board packets to Boards and Commissions liaison within CDHS Legislative Affairs and Communications as required.
• Prepares Official Function Forms, schedules facilities, and selects menus and caterers as required by program staff.
• Monitors deadlines and assures timely submission of grant reports by program staff.
• Assists assigned programs with special projects, including arranging meetings, developing agendas and meeting materials, writing and distributing minutes.
• Maintains filing systems and tracking spreadsheets for various functions and projects, as directed by the program staff.
• Prepares and coordinates travel requests for project staff with the Accounting department and/or Executive Director's office, sets up transportation and lodging arrangements for program staff as well as Board members and others as instructed by program staff.
• Manages external communications, including content, non-professional design, and updates for websites, newsletters, social media and press releases.
• This position serves as the program's subject matter expert on CDHS travel policies and procedures and is responsible for the unit's compliance with those policies and procedures.
• Assists in updating project management tools (e.g. SmartSheets, Google Sheets) and displaying data on the website dashboard.
• Assists with special projects by scheduling meetings, creating polls and surveys, and general logistical tasks.
• Maintain all program records and destroy upon completion of storage period as defined in CDHS policy.
• Initiates and tracks eClearance and paper clearance items for assigned programs.

Support & HR Liaison

• Follows administrative and office procedures to ensure efficiency and effectiveness of assigned programs.
• Coordinates with the DCP Program Assistant II regarding changes to administrative and office procedures.
• Assists with the identification of technological needs, office equipment, space and supply needs, and fulfill those needs within budgetary and procurement requirements, ensuring compliance with ADA, and maintaining related records. Coordinates with the DCP Program Assistant II to support in these areas.
• Coordinates with telecommunications, OIT, Facilities and/or vendors to set up and maintain employee work space and hardware/software needs.
• Creates and tracks personnel action forms (PAFs) through the eClearance system, ensuring all required paperwork is uploaded in a timely manner and program staff are kept informed of the status of the PAF.
• Serves as a liaison for Rewards and Incentives Form submissions as well as tracking years of service milestones and verifying that time accrual rates and other benefits are updated per Human Resources rules.

Other Duties as Assigned: Other duties as assigned in support of the Departmental, Office, and/or Program objectives.

Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights

*** Please read the entire job announcement and follow all of the instructions prior to completing the application. You must provide documentation to be given credit for it. There will be no exceptions on timelines to provide documentation. All documentation must be uploaded- this is the first evaluation in the selection process*** Note: Applications will be reviewed to determine if you meet the minimum qualifications for the position. If it is determined that you meet the minimum qualifications, your application will also be used as part of the examination process. You should ensure that your application specifically addresses the requirements as listed in the minimum and preferred qualifications, as well as the job duties and the highly desired competencies. Take the time to adequately address your specialized experience, work products, and accomplishments as they relate to the position.

MINIMUM QUALIFICATIONS:

Education/Licensure/Certification/Experience:

Four (4) years of relevant experience in an occupation related to the work assigned to this position

Or

Education and Experience:

A combination of related education and/or relevant experience in an occupation related to the work assigned equal to four (4) years

Preferred Qualifications:

• Prior experience working with non-profit organizations, counties, community partners, or boards/commissions
• Prior experience working in a state system

Conditions of Employment:

• Standard Background ALL CDHS employees (non-direct contact): CBI name check, ICON Colorado court database, Medicare fraud database, Reference checks, Professional License verification (licensure requirements), and drug screen (commercial Driver's license)
• Former State employees who were disciplinarily terminated or resigned in lieu of termination must (1) disclose that information on the application (2) provide an explanation why the prior termination or resignation should not disqualify the applicant from the current position, (3) provide the employee number from the applicant's 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.

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 (View email address on click.appcast.io), postmarked