Program Assistant II.

Department Information

This position is open only to Colorado residents only.

This is a hybrid position required to work on site at least two days/week.

A 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

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.

Description Of Job

About the Work Unit

The Executive Director's Office is the backbone of the Colorado Department of Public Safety, providing effective administrative and management services to the Department's five operating divisions.

The mission of the Office of School Safety is to assist schools in preventing, preparing for, responding to, and recovering from emergencies and crisis situations and to foster positive learning environments. The Director of the Office is appointed by the Executive Director of the Department of Public Safety. The Office of School Safety is comprised of three units: the Colorado School Safety Resource Center, the Grants Unit and the Crisis Unit. The Program Assistant will provide services to all three units as well as to the Director of the Office of School Safety.

The Office of School Safety assists schools in preventing, preparing for, responding to, and recovering from all types of emergencies and crisis situations as well as crisis response training and assistance along with school safety grant assistance and funding.

About The Job

This position is the program assistant for the office and provides services to all other staff members to support their work as well as additional duties necessary to the day-to-day functioning of the Office of School Safety.

Key Responsibilities

Program Support to the Office of School Safety

• Determines, orders and maintains resources; retrieves and distributes phone messages, email, mail and faxes; assists with general correspondence; maintains email and mailing lists; organizes and assembles large-scale mailings and information packets; keeps calendars updated; prepares spreadsheets, correspondence, templates for resource documents, and training materials.
• Completes and tracks orders for large photocopy projects and routine office supplies; maintains knowledge of procurement procedures; and operating copiers, fax machines, computers, printers and other office equipment as needed.
• Maintains all records of the Office including budget information, Advisory Board meetings and materials, training documents including marketing flyers and evaluations and prepares reports of any necessary records for the annual Legislative Report.
• Interprets evaluation feedback to help direct the work of other staff members to provide relevant services to all constituents.
• Creates all the marketing materials for the Office using various publishing software including pamphlets, training flyers, forms and monthly and quarterly electronic newsletters.
• Accesses and manipulates the Office website in collaboration with the Resource Specialist in order to update certain items monthly.
• Serves as the liaison between the Office professional staff and program clientele by interpreting guidelines for training and technical assistance so that requests go to the appropriate staff member in a timely fashion. Contacts from clients have increased significantly since the Office was founded and can no longer all be routed through the Director.
• Analyzes evaluation data from trainings and assessment tools utilized by the Office to streamline programs and make recommendations to other staff so that trainings are successfully designed and resources obtained that offer information relevant to audiences.
  
  

Customer Service and Referrals for all who contact the Office of School Safety

• Duties include but are not limited to customer service and referrals to staff members from Advisory Board, school staff, law enforcement, emergency management personnel and the public by responding to or appropriately directing incoming telephone calls and email inquiries.
• Maintains a working knowledge of all programs, resources and trainings offered by the Office.
  
  

Assistance with all Aspects of Meeting Negotiating and Planning for the Office

• Duties include but are not limited to meeting planning including meeting/training set-up, agendas, taking and transcribing notes from meetings, and either posting on website and/or archiving for the Office.
• Assists with preparation, including editing and formatting of meeting materials and training materials.
• Makes travel arrangements for Office staff and Board members and reserves meeting/training spaces.
• In collaboration with the Resource Specialist, helps in establishing and negotiating contracts with vendors for training venues, catering and audiovisual equipment for the multitude of regional trainings conducted by the Office yearly.
  
  

Maintains all Office and Grant Budgets in Compliance with State Fiscal Rules

• Relieves the Director of technical budget detail matters. Tracks technical budget detail matters such as estimating/forecasting budget needs; preparing budget documents; overseeing compliance with budget guidelines/ recommending adjustments to remain within overall budget limitations and Interpreting budget materials, guidelines, and processes in collaboration with the budget analyst.
• Assists in the organization and development of procedures of the Office to be cost effective and in compliance with state fiscal rules.
• Determines and orders supplies using procurement procedures for purchasing and budgeting.
• Processes monthly expense reports for staff, Advisory Board members and consultants (presenters).
  
  

Minimum Qualifications, Substitutions, Conditions Of Employment & Appeal Rights

Position is open to current permanent CDPS employees

NOTE: To be considered for this position, you must meet one of the following options for consideration.

Minimum Qualifications

• Five (5) years of professional experience related to program coordination and office management, which included one (1) year of full time experience in: developing office processes, procedures or procedural manuals; creating documents, correspondence, or reports; researching and responding to customer concerns; monitoring budget/expenses, handling invoicing or supporting a large organization or responsible for supporting numerous managers and staff.
  
  

OR

• Bachelor's degree from an accredited institution in any field.
• One (1) year of professional experience related to program coordination and office management, which included developing office processes, procedures or procedural manuals; creating documents, correspondence, or reports; researching and responding to customer concerns; monitoring budget/expenses, handling invoicing or supporting a large organization or responsible for supporting numerous managers and staff.
  
  

OR

• Advanced degree from an accredited institution in any field.
  
  

Required Competencies

• Clear verbal communication, written communication, and reading comprehension
• Ability to work in a fast-moving, team oriented environment with independent initiative and flexibility
• Ability to anticipate needs, make suggestions and act proactively
• Advanced skills using Google to include Google docs, Gmail, Google forms
• Advanced skills in Microsoft Office products such as Word, Excel
• Excellent planning, organizational and critical thinking skills.
• Committed to meeting the needs of internal and external customers; excellent customer service skills; ability to solve problems and make decisions independently
• Ability to accurately interpret information as well as demonstrate analytical thinking skills
• Application of good judgment
• Excellent interpersonal skills in building effective relationships with a wide range of people and interpersonal styles
• Experience with asset management
• Working knowledge of government procurement policies and procedures
  
  

PREFFERED QUALIFICATIONS

• Previous State experience is preferred.
• CORE experience highly preferred.
  
  

CONDITIONS OF EMPLOYMENT

• Must be Colorado resident at the time of application.
• Requires successful completion of a background investigation, polygraph and drug screening as a condition of employment.
• Program assistant must travel to regional training sites a number of times per year.
  
  

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

Equity, Diversity And Inclusion

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.

ARE YOU IN NEED OF AN ACCOMODATION?

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 Please direct questions and requests for reasonable accommodations to 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.