PROGRAM ASSISTANT II - Division of Regional Centers bei State of Colorado, CO

About the Department

This position is open to current Colorado residents only.

About Division of Regional Center:

The Division of Regional Centers (DRC) is responsible for the planning, coordination, monitoring, and execution of a multi-million dollar, federal and state-funded service delivery system for people with intellectual and developmental disabilities (IDD). DRC accomplishes this through policy management, regulatory compliance, and legislative initiatives. The program area duties include: analyzing and developing policy related to the responsibilities of the regional centers, managing and establishing policies and procedures for a state service delivery system according to state and federal requirements; analyzing state and national trends for policy issues which may impact current program design; coordinating at the senior management level the development of the Division strategic plan for the Department; analyzing legislation and providing technical assistance for potential impact to the regional center system; coordinating and developing protocols with other systems regarding cross system issues and policies; and managing services that support approximately 240 adults and their families within a budget of approximately $60 million. 

This work unit exists to provide support to DRC Associate Division Director of Operational Excellence, the Strategic Deployment Team (SDT), and other DRC division leaders, which includes administration of internal and external programs and activities. 

We invite you to explore the DYS website and learn about the services provided to youth, families, and local communities in the State of Colorado at: https://www.colorado.gov/cdhs/dys

Position Duties

Summary of the Positions: 
This position provides programmatic support to DRC Associate Division Director of Operational Excellence, SDT and other DRC Division leaders, which includes administration of internal and external programs and activities. This position makes decisions independently within the limits and objectives set by DRC Associate Division Director of Operational Excellence and DRC Associate Division Director of Strategic Initiatives. This position exists to provide project, technical, and programmatic support to DRC Associate Division Director of Operational Excellence, the SDT, and other DRC division leaders. This position serves as a key coordinator of activities and tasks that need to be completed within the Division, including supporting staff, serving as a liaison to other departments, problem-solving, and collecting, analyzing, and preparing reports for the Division. This position uses judgment and resourcefulness in tailoring and applying existing guidelines to particular circumstances and to deal with concerns. This position acts as a conduit between regional centers, the Division, and accrediting agencies in maintaining their accreditation and/or processes to achieve additional accreditations by completing all administrative tasks which include, but are not limited to, coordinating, collaborating, and receiving/sending information. This position is responsible for independently performing the full range of project coordination tasks, which include participating in the development, implementation, coordination, and supervision of project goals, objectives, and activities. This position is responsible for providing technical support and decision-making within the DRC Policy & Procedure Committee by determining workflow processes for updating, creating, and delivering Division-level policies and procedures. This position is also responsible for reading, organizing, creating efficient processes, and making recommendations on vast amounts of program information. This position will present the workflow processes and guidelines to upper management so they can make informed decisions. The information obtained from these materials will be used to guide upper management in current regulations and best practices in the State of Colorado, as well as nationally. This position must be able to work independently of constant supervision, with strict prioritization and self-motivation in order to uphold and maintain operations and professionalism of the Division while meeting internal and external customer needs.

Job Duties

Policy and Procedure Coordination.  

• Sustains workflow processes for the DRC Policy and Procedure Committee, while also serving as a member of said committee.
• Manages and maintains the DRC Policy Index, ensuring all links are active, up-to-date, and easy to access for staff.
• First contact for technical questions regarding policies and procedures
• Facilitates the editing, review, and signature process for creating new policies and updating old ones.
• Formats policies and procedures and updates policy templates as necessary.
• Sends out policies and procedures for Subject Matter Expertise (SME) review and disseminates approved policies to regional center leadership. 
• Provides specific policies and procedures when requested.
• Responsible for compiling and entering data into the proper databases/spreadsheets, creating new forms and mechanisms for data reporting from each of the three Regional Centers to minimize errors.
• Act as a conduit between regional centers, the Division, and accrediting agencies and supports regional centers in maintaining their accreditation and/or processes to achieve additional accreditations. 

Project Coordination.

• Coordinates work with stakeholders, and procedures to ensure the implementation and success of projects by assisting with planning and resolving logistical and inter-departmental needs.
• Serves as a resource to others or a specialist in the professional field and is responsible for project documentation, monitoring, and reporting project spending and status, tracking accomplishments versus operational requirements, resolving issues and change initiatives, risk analysis, contract oversight, and deliverables. 
• Creates individualized processes, programs, and systems to support and improve operations, address concerns and respond to questions 
• Analyze complicated and complex data to break down problems or cases into parts, examine the parts, and reach conclusions that result in the development of processes.
• Apply knowledge and/or interpretation of basic principles, practices, rules, regulations, policies, precedents, and other guidelines, and objectives specific to a project or subject area in order to determine their relationship to the problem and provide potential solutions, work processes, or training to others. 

Office Management & Department Support.

• Synthesizes data, identifies problem areas/issues, devises solutions, and prepares reports for Division-level projects as needed. 
• Creates, revises, and implements internal processes and procedures related to workflow, coverage, correspondence, and timeliness. 
• Manages meetings, calendars, and scheduling for Division Leaders, making complex logistical arrangements, composing agendas, and gathering/maintaining all support materials and required equipment. Take meeting minutes as necessary.
• Produces, sends, receives, and organizes all required forms and paperwork.  
• Reviews, monitors, and/or files confidential personnel information.
• Coordinates with other Division leaders regarding the priorities and needs for the division's strategic initiatives 

Other Duties as Assigned.  

• Other duties as assigned, to include, when DRC Program Assistant is absent.  

Minimum Qualifications

Minimum Qualifications 

Education/Licensure/Certification/Experience:

Five (5) years of relevant experience in an occupation related to the work assigned to this position

Education and Experience:

A combination of related education and/or relevant experience in an occupation related to the work assigned equal to five (5) years

Preferred Qualifications:

• Ability to multi-task various priorities
• Advanced proficiency in Google Suite  (i.e. Word, Excel, Access and PowerPoint)
• Ability to interpret complex rules, regulations, policies, procedures and guidelines
• Experience working with confidential information
• Experience tracking and managing a budget
• Experience ordering supplies, reconciling purchases through receiving reports and procurement card systems.
• Experience making travel arrangements and completing reimbursement for travelers.
• Relevant years of State service experience

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:

  • Disclose that information on the application.

  • Explain why the prior termination or resignation should not disqualify you from the current position.

  • 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.

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. An appeal or review must be submitted on the official appeal form (Adobe PDF), signed by you or your representative. This form must be delivered to the State Personnel Board by email ([email protected]), postmarked in US Mail or hand delivered (1525 Sherman Street, 4th Floor, Denver CO 80203), or faxed (303.866.5038) 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 (303) 866-3300; or refer to four 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.

Other Qualifications

Benefits:

If your goal is to build a career that makes a difference, join the dedicated people of the Colorado Department of Human Services (CDHS). Our professionals strive to design and deliver high quality human and health services that improve the safety, independence, and well-being of the people of Colorado. In addition to a great location and rewarding and meaningful work, we offer:

• Strong, secure, yet flexible retirement benefits including a PERA Defined Benefit Plan or PERA Defined Contribution Plan plus 401(k) and 457 plans

• Medical and dental health plans

• Employer supplemented Health Savings Account

• Paid life insurance

• Short- and long-term disability coverage

• 11 paid holidays per year plus vacation and sick leave

• State of Colorado Employee BenefitHub Resource Center

• Employee Wellness program

• Excellent work-life programs, such as flexible schedules, training and more

• Remote work arrangements for eligible positions

• *Some positions may qualify for the Public Service Loan Forgiveness Program.

How to apply to the State of Colorado(Youtube Video, Runtime 3:59, Closed Captions Available)

The Assessment Process

For additional recruiting questions, please contact [email protected]

Our Values:

• We believe in a people-first approach: We prioritize the needs, well-being, and dignity of the individuals, families and communities we serve. We commit to respect, fairness and access in every decision, policy and interaction. We engage client voices and experiences in the development and implementation of the services we provide.

• Balance creates quality of life: We want our team to be resilient through a supportive workplace that values flexibility, health and wellness, and employee engagement.

• We hold ourselves accountable: We take responsibility through our actions, programs, and results for the state of health and human services in Colorado.

• Transparency matters: We are open and honest with employees, our partners, the Coloradans we serve, and the public.

• We are ethical: We abide by what is best for those we serve by doing what is right, not what is easy.

• Collaboration helps us rise together: We work together with all partners, employees, and clients to achieve the best outcomes for Coloradans.

The State of Colorado is an equal opportunity employer

We are committed to increasing the diversity of our staff and providing culturally responsive programs and services. Therefore, we encourage responses from people of diverse backgrounds and abilities.  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.

ADA Accommodations: 

CDHS 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. This includes completing the application process, interviewing, completing any pre-employment testing, participating in the employee selection process, and/or performing 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 [email protected].

Additional Support For Your ApplicationToll Free Applicant Technical Support

If you experience technical difficulty with the NEOGOV system (e.g. uploading or attaching documents to your online application) call NEOGOV technical support at 855-524-5627 Mon-Fri between 6 am and 6 pm (Pacific Time).  Helpful hints: if you are having difficulty uploading or attaching documents to your application first, ensure your documents are PDF or Microsoft Word files, and second, close the document before you attempt to upload (attach) it.

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