Program Assistant

Department Information This position is open only to current Colorado state residents. n eligible list established with this recruitment may be used to fill other similar positions within the Colorado Department of Public Safety in the next 12 months. Our Mission - Engaged employees working together to safeguard lives and to provide diverse public safety services to local communities. Our Vision - Creating safer and more resilient communities across Colorado. Our Core Values - Unity, Honor, Service The State of Colorado strives to create a Colorado for All by building and maintaining workplaces that value and respect all Coloradans through a commitment to equal opportunity and hiring based on merit and fitness. The State is dedicated to non-discriminatory practices in everything we do, including hiring, employment, and advancement opportunities. At CDPS, our culture is driven by our commitment to creating a safer Colorado and guided by a public service focus. We strive to provide effective solutions and services to our fellow Coloradans. We model a culture of collaboration, innovation, and growth for our employees. We maintain a professional and inclusive workplace. Careers With a Purpose If you are passionate about public safety and public service, and are eager to dedicate your career to serving Coloradans, consider joining CDPS. Our team at CDPS consists of exceptional individuals and is an environment where you can challenge yourself and acquire new capabilities to build a rewarding and fulfilling career. We are committed to providing public safety services to our communities including safety on our roads, preparing for and mitigating environmental disasters such as floods and wildland fires, disaster recovery, combating crime, promoting school safety, and victim services. Classification And Salary PROGRAM ASSISTANT I Anticipated Hiring Range: $25.93 - $27.23/hour Full Salary Range: $25.93 - $41.48/hour Benefits Medical and dental options are available for permanent employees and their dependents. We also offer short and long-term disability coverage, and life insurance that includes legal resources and discounts. Eligible employees receive Basic Life and AD&D insurance equal to their annual earnings subject to a minimum benefit of $50,000 and a maximum of $250,000. Basic Life and AD&D are provided by the State of Colorado at no cost to employees. The State of Colorado's Wellness Program, State of Health, is a no-cost, year-long program that supports an employee’s health and wellness goals. This program offers personalized health coaching, skill groups and more. Participants can earn a $20 per month health insurance premium discount. Through BenefitHub, State of Colorado employees have access to discounts, promotions and special programs from hundreds of retailers, restaurants, travel and entertainment venues throughout Colorado and across the country. State contribution into a Health Savings Account when enrolled in a High Deductible Health Plan. Eligible employees have access to medical leave under the Family Medical Leave Act (FMLA) and the State of Colorado Family and Medical Leave Insurance Program (FAMLI) . Eligibility for hybrid or other flexible work arrangements based on the nature of the role. We offer excellent retirement benefits including mandatory PERA Defined Benefit Plan or PERA Defined Contribution Plan, plus optional 401K and 457 plans. For information on mandatory employee salary deferral (in lieu of contribution to Social Security), visit Colorado PERA for details. We provide generous time off including 11 paid holidays annually and accrued annual and sick leave and four annual wellness days. The Employee Assistance Program (C-SEAP) is available in every region of the state. It is our effort to support the well-being of employees and the workplace. EAPs provide short-term counseling, referrals and resources, as well as training and organizational development services. Tuition reimbursement and reduced college tuition at CSU Global and DeVry University. We offer Credit Union of Colorado membership eligibility. To learn more about State of Colorado benefits, please visit State of Colorado benefits. Description Of Job About the Work Unit The Office of Domestic Violence and Sex Offender Management (ODVSOM) exists to perform all tasks related to the administration of the Sex Offender Management Board (SOMB) and the Domestic Violence Offender Management Board (DVOMB), including serving as the central repository for information concerning all aspects of program administration and compliance and ensuring compliance with the statutory mandates of these programs. Each of the Boards is charged with multiple duties related to setting state-wide standards for the comprehensive evaluation, treatment and continued monitoring of convicted domestic violence and sex offenders. Work is accomplished through the development of public policy in a collaborative environment that is inclusive of criminal justice agencies, mental health professionals, crime victim serving agencies, human services agencies and other professionals and stakeholder groups. The work is based upon research, policy and practice that are evolving in nature. Each of the Boards is charged with a wide range of duties related to the comprehensive evaluation, treatment and continued monitoring of convicted domestic violence and sex offenders. This body of work is based upon national and local research and promising practices that are evolving in nature. Tasks are accomplished by the development of public policy in a collaborative environment that includes criminal justice agencies, mental health treatment professionals, crime victim service agencies, human service agencies and other allied professionals. The ODVSOM collects, analyzes, produces and disseminates standards, policies and information concerning domestic violence and sex offense specific treatment and containment. These efforts assist the General Assembly, the Governor's office, and other state and local agencies, in order to enhance the quality of criminal justice efforts to ensure public safety statewide. Work Environment Part-time position, 20 hours/week Hybrid, two days per week minimum in the Lakewood office Position includes travel throughout Colorado for training and Board meetings, in all weather conditions, approximately 5% of the time Work unit core business hours, Monday - Friday, 8:00 a.m. - 5:00 p.m. About The Job This position exists to provide administrative support, including responding to requests for assistance from program staff, board members, criminal justice professionals, and members of the general public. Specifically, this position acts as a first line of contact for the ODVSOM and ODVSOM Manager and manages the administrative portion of DCJ’s responsibility regarding implementing the work of the Domestic Violence and Sex Offender Management Boards (DVOMB and SOMB respectively). Activities include projecting and tracking expenditures; coordinating with vendors and EDO staff to initiate and complete the proper processes to achieve the desired goals; screening documents against set requirements and verifying their accuracy and completeness; scheduling business meetings; making transportation, lodging, and meeting room reservations; taking registrations; screening calls; maintaining filing system; preparing documents for and obtaining others’ signatures according to detailed instructions; expense reimbursement forms, billing charges, etc.; placing orders with established vendors, verifying accuracy of shipments; maintaining inventory of office assets and supplies; purchasing and retrieving equipment and supplies; assisting with training day preparations; and preparing minutes; collecting documentation and maintaining master files that include all related documents. Key Responsibilities Committee Support and Office Management Provides comprehensive program and administrative support to the Committees of the Sex Offender Management Board (SOMB) and Domestic Violence Offender Management Board (DVOMB). Processes, verifies, and ensures the accuracy and timeliness of meeting materials which can include support to the Application Review Committee regarding reference letters, background checks, and deflag reports for ARC Coordinators. Helps organize, coordinate, and track meeting information to be posted on the public website. Provides meeting support by managing meeting recordings and logistics for meetings. Maintains databases supporting ODVSOM functions, including entering records into the Provider Data Management System (PDMS) and updating applicant/provider files while maintaining strict confidentiality. Website and Database Management Coordinates with ODVSOM Program Managers and staff to ensure the accuracy, timeliness, and public accessibility of information published across unit websites (including DVOMB and SOMB web pages). Performs routine website edits, uploads and maintains document repositories, and regularly transfers meeting recordings to designated internal and external servers [cite: 2, 3]. Periodically inspects web pages for broken links, errors, or formatting issues, and actively supports unit efforts to maintain state digital accessibility compliance. Board Meeting Minutes & General Administrative Support Takes and produces accurate, timely meeting minutes for designated Board meetings (specifically DVOMB Board meetings). Assists with Board meeting preparations and logistical tasks as time permits, keeping within part-time scheduling parameters. Creates, updates, and publishes administrative forms (using PDFs, Jotforms, or other tools) and custom spreadsheets to streamline office tasks. Provides general administrative office support, including processing incoming/outgoing mail, maintaining office supply levels, and assisting unit staff with routine IT or equipment ticket requests. Minimum Qualifications, Substitutions, Conditions Of Employment & Appeal Rights Note, to be considered for this position, you must meet one of the following options for consideration. Proven Experience, Knowledge, Skills Four (4) years of professional experience in administrative support that includes providing executive and/or program support to an individual or a team OR A combination of related education and relevant experience equal to four (4) years. If you are using education to meet the minimum qualifications, transcripts must be attached at the time of application. Preferred Qualifications And Competencies Excellent reasoning and analytical and problem-solving skills. Superior communication skills. Collaborative, professional, enthusiastic, positive attitude, able to collaborate, communicate and cooperate with multiple cross-functional partners. Execute good judgment and acumen in solving problems. Building strong working relationships and responding to the needs of partners and stakeholders. Ability to work and successfully navigate in a highly politically charged environment at times; ability to maintain relationships. Conditions of Employment Must be a Colorado resident at the time of application. Requires successful completion of a background investigation that includes a polygraph exam, a fingerprint based criminal history search, reference checking and driving history . Current valid driver's license at time of hire, and must obtain a Colorado-issued driver's license within 30 days of hire. Ability to operate motor vehicles and to travel throughout the state in a variety of weather conditions. 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 . A standard appeal form is available at: . 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: View phone number on click.appcast.io. Phone: View phone number on click.appcast.io. The ten-day deadline and these appeal procedures also apply to all charges of discrimination. Supplemental Information Disability Accommodation If you have a disability and require reasonable accommodation to ensure equitable opportunity applying or interviewing for this position, please direct your inquiries to Human Resources at: View email address on click.appcast.io . The State of Colorado is an equal opportunity employer committed to building inclusive, innovative work environments with employees who reflect our communities and enthusiastically serve them. Therefore, in all aspects of the employment process, we provide employment opportunities to all qualified applicants without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity or expression, pregnancy, medical condition related to pregnancy, creed, ancestry, national origin, marital status, genetic information, or military status (with preference given to military veterans), or any other protected status in accordance with applicable law. Colorado Department of Public Safety 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. Recruitment Timeline Information and Important Notices Applications are considered complete and accurate at the time of submission. Therefore, additional information may not be solicited or accepted after your application has been received. Closing Date: All applications that are received by the closing of this announcement will be reviewed against the Minimum Qualifications in this announcement. Candidates who meet the minimum qualifications may proceed to the next step. Colorado Revised Statutes require that state employees are hired and promoted based on merit and fitness through a comparative analysis process. Supplemental Question: Effective responses to Supplemental Questions will directly relate to your professional experience, career accomplishments, and views about organizational values and approaches, and how they relate specifically to this position and requirements as you understand them. Answers generated by AI-tools will typically be unresponsive. Transcripts: An unofficial copy of transcripts must be submitted at the time of application should education be used as qualification. Transcripts from colleges or universities outside the United States must be assessed for U.S. equivalency by a NACES educational credential evaluation service. This documentation is the responsibility of the applicant and must be included as part of your application materials. Failure to provide a transcript or credential evaluation report may prevent your application from moving forward in the selection process. Military Veterans: If you are a military veteran you must submit a copy of your DD-214, Member 4 Copy, and VA disability letter if available/applicable at the time of application so we can determine if you are eligible for veteran's preference points. Military personnel who are stationed outside of Colorado may be eligible for this position by submitting the completed DD-2058 "State of Legal Residence" form. Application Tips : For an overview of the State of Colorado application process and application tips, please view this video . Resumes, Cover Letters, or other documents submitted will not be reviewed, assessed, or used in the initial stages of the comparative analysis (transcripts submitted to verify that the applicant meets either the education requirement or minimum qualification substitution are exempt from this). Notifications: All correspondence regarding your status in the selection/examination process will be sent via email to the email address listed on your application. Include your current working email address on your application and check the email provided on your application frequently as you could receive time sensitive correspondence regarding this position. We highly recommend that you set up your email to accept messages from " state.co.us " and " View email address on click.appcast.io " addresses. It is your responsibility to ensure that your email will accept these notices and/or review your junk mail and spam filtered email. e-Verify: CDPS uses e-Verify, an Internet-based system, to confirm the eligibility of all newly hired employees to work in the United States. Learn more about e-Verify , including your rights and responsibilities. Selection Process: After applications are screened for the Minimum Qualifications, CDPS intends to use the comparative analysis process outlined below. Pursuant to state personnel board rule, if there are 6 or few candidates who minimally qualify, said candidates may be referred directly to the Appointing Authority for a post referral assessment and/or consideration. Comparative Analysis Steps may include (dates are tentative and subject to change): Structured application review by a panel of SMEs - August 25-28 One-way video interview via Spark Hire - August 28-31 Panel Interview - September 16-17 #J-18808-Ljbffr