Program Assistant I

Department Information

This position is open only to Colorado residents.

An 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

CDPS commits to cultivating an equitable, diverse, and inclusive work environment. We ensure that we recruit, retain, and promote engaged employees. Our approach to diversity is simple - it's about embracing everyone! We strive to build and nurture a culture where inclusiveness is a reflex, not an initiative. Our strength is our promise to be inclusive with intentional strategies to welcome and uplift our employees to thrive - while building a more equitable workplace. CDPS is an equal opportunity employer. See our EEOD Utilization Report (2020)

Why Do I Love My Job at CDPS

At CDPS we nurture a centric culture driven by our commitment of creating a safer Colorado, an inclusive workplace where everyone can be their own authentic self. We model a culture of collaboration, support and growth to our employees. Our culture has public service focus, and we strive to provide innovative solutions and services to our fellow Coloradans!

Careers with a purpose:

If you are passionate about public safety service, and are eager to dedicate your career to serving Coloradans, this is the organization you want to join!

We are committed to providing public safety services to our fellow Coloradans in their times of greater needs such as: safety on our roads, preparing and mitigating environmental disasters, disaster recovery, combating crime, school safety, and victim recovery.

You'll have the opportunity to challenge yourself and acquire new capabilities to build a rewarding and fulfilling career while making a difference in our community!

When you join CDPS, you are joining a team of exceptional individuals and together you will be inspired, motivated and supported to become the best you can be.

Unmatched Benefits:

We highly value work life balance and offer excellent work-life programs, training, and professional development opportunities!

Did you know that only 15% of employers offer a defined contribution plan? CDPS offers unmatched retirement benefits including PERA Defined Benefit Plan or PERA Defined Contribution Plan, plus 401K and 457 plans.

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.

CDPS provides generous time off including 11 paid holidays per year plus vacation, sick leave, and wellness days.

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.

Additional benefit we offer include reduced college tuition at CSU Global and DeVry University.

Description of Job

About the Work Unit

The Office of Adult and Juvenile Justice Assistance (OAJJA) administers federal and state criminal and juvenile justice funding programs and provides staffing support to the Justice Assistance Grant (JAG) Board and the Juvenile Justice and Delinquency Prevention (JJDP) Council. In addition, OAJJA staff are actively involved in policy initiatives intended to improve the criminal and juvenile justice systems.

The Governor-appointed Juvenile Justice and Delinquency Prevention (JJDP) Council establishes funding priorities for the funding from the OJJDP and serves in an advisory capacity to the Governor and State legislature as well as state agencies on juvenile justice and delinquency prevention matters. Similar to the JJDP Council, the Governor-appointed Justice Assistance Grant (JAG) Board establishes funding priorities for the Justice Assistance Grant and serves in an advisory capacity to the Governor

and State legislature as well as state agencies on criminal justice matters.

About the Job

This position exists to provide general administrative support to the Office of Adult and Juvenile Justice Assistance (OAJJA). This position must be able to work in a fast-paced environment and be able to multi-task accordingly. This position requires a high level of organizational skills and attention to detail.

This position works autonomously and proactively to resolve issues independently and professionally in a timely manner. This includes prioritizing workload to meet deadlines for multiple grant programs, anticipating changes, advising, and adjusting for changes in schedules, rules, and procedures. This position must work collaboratively in a team environment and assist other staff members when needed as well as provide direct customer service.

KEY RESPONSIBILITIES

GENERAL ADMINISTRATIVE AND PROGRAM SUPPORT

Performs basic administrative support within the OAJJA, including responding to requests for assistance from unit staff members and board/council members. The position serves as the first line of contact for the OAJJA and is responsible for identifying the caller or emailers' needs and directing the call/email to the appropriate staff member or grant program for assistance.

The position provides information to grantees about basic grant information and assists them with finding information on the website or directing them to the appropriate grant manager. Responsible for providing support for OAJJA staff by maintaining and supplies, purchasing office equipment, collecting, and processing timesheets, processing mail, maintaining the operation of office equipment including copiers, fax machines, and printers, maintaining a current staff member contact and emergency information list, and provides support for unit meetings that includes sending out the weekly agenda, setting up virtual equipment, and taking minutes. Provides program assistance by creating, maintaining, and managing files, processes, and procedures for the everyday needs of the unit.

This position works with staff members as requested to assist them in the implementation of procedures, planning, and deadlines. This position identifies improvement/solutions for better productivity and workflow in their duty to provide support to the unit and advises the manager on these matters.

Responsible for maintaining equipment and computer inventories. The position is also responsible for purchasing any needed office equipment, furniture, and any other needed items to conduct business.

This position is responsible for arranging, scheduling, and managing any office-wide projects that may include securing contractors.

BOARD/COUNCIL SUPPORT

Responsible for maintaining Board/Council contact information and completing correspondence to Board/Council members, stakeholders, sub-grantees, and other interested parties. Provide administrative support for the Justice Assistance Grant Advisory Board, the Juvenile Justice and Delinquency Prevention Council meetings, and subcommittee meetings during the grant funding processes as well as the annual business and planning meetings.

In addition, this position is responsible for taking meeting minutes at all types of meetings and events as requested this will include responsibility for editing and presenting a final draft to the manager or other unit staff. Duties also include preparing handouts for board/council and subcommittee members and maintaining a historical archive of Board/Council related correspondence and documents. This position will utilize

current technology to track votes, assist with technology needs for presentations, and provide technical assistance regarding basic programmatic/software issues at the board/council meetings.

This position may be required to attend and assist a Board/Council/Committee meeting outside of the metro area and that may require overnight stays for multiple-day meetings.

This position will manage and research locations for meeting venues, determine all of the needs for the meeting in advance and negotiate the contracts with the vendors. Ensures all catering needs are arranged and organizes/oversees the delivery.

This position is responsible for identifying any dietary or physical accommodations needed for board/council members when arranging venue locations and catering. The position completes all needed paperwork such as the Official Function Form (OFF) and may also require an RQS to be created. This position is responsible for sending emails and providing other correspondence to board/council members as needed.

IT LIAISON, TECHNOLOGY, AND WEBSITE

This position is responsible for providing recommendations to management for new technologies and other resources and/or tools, for the procurement and implementation of technology solutions that improve productivity and efficiency within the unit.

This position provides guidance to OAJJA and DCJ's OIT Liaison regarding the overall needs of the unit and works with other DCJ staff to determine what services are needed to resolve issues as they arise.

This position is responsible for processing all IT Equipment purchases following all state

procurement processes and working with the DCJ OIT Liaison. They will be responsible for

maintaining the unit IT Equipment inventory and monitoring for annual replacement needs. Plans and consults with the unit financial supervisor and unit manager to determine the budget for all purchases.

This position manages and maintains the unit's website, which includes site development,

maintenance, and content management. In addition, they should ensure that all website content complies with the department's accessibility requirements and division branding. Responsible for keeping all documents current and ensuring all boards/councils meeting dates, agendas, and minutes are posted in a reasonable time.

During meetings and training events, this position assists with technology needs for virtual

meetings, and presentations, and provides technical assistance to board/council members and meeting attendants.

The position requires, at minimum, an intermediate to advanced skill level in software applications such as web content management, Microsoft Office Suite, Adobe, Google Mail and Apps, and other subsystems, such as DCJ's grant management system to ensure that the team's productivity does not suffer.

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.

MINIMUM QUALIFICATIONS:

Four (4) years of professional experience in administrative support that included providing executive and/or program support to an individual or a team.

OR

Bachelor's degree in any field and one year of experience that included providing executive and/or program support to an individual or a team.

REQUIRED 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.

WORK ENVIRONMENT

• This position will work within a hybrid model with a minimum of two days in the office.

• This position may be required to travel (10%).

CONDITIONS OF EMPLOYMENT

• Requires successful completion of a background investigation that includes a polygraph exam and fingerprint based criminal history search.

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 www.colorado.gov/spb. 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

ARE YOU IN NEED OF AN ACCOMODATION?

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 Human Resources at cdps_hr@state.co.us .

EQUITY, DIVERSITY AND INCLUSION STATEMENT

The State of Colorado believes that equity, diversity, and inclusion drive our success, and we encourage candidates from all identities, backgrounds, and abilities to apply. 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. 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 Human Resources department at cdps_hr@state.co.us .

NOTIFICATIONS

All correspondence regarding your status in the selection/examination process will be via email. Include your current working email address on your application and check your email 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 "info@governmentjobs.com" addresses. It is your responsibility to ensure that your email will accept these notices and/or review your junk mail and spam filtered email.

PLEASE READ CAREFULLY - RECRUITMENT TIMELINE INFORMATION

• 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.

• 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.