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Administrative Assistant

Company: Colorado State
Location: Greeley
Posted on: June 25, 2022

Job Description:

Administrative Assistant III - PART TIME - Platte Valley YSC

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Administrative Assistant III - PART TIME - Platte Valley YSC

Salary

$21.18 - $30.11 Hourly

Location

Greeley, CO

Job Type

Part Time

Department

Colorado Department of Human Services

Job Number

IKA 60020 06/11/2022

Closing

7/1/2022 11:59 PM Mountain

+ Description

+ Benefits

+ Questions

Department Information

This position has a residency waiver and will be accepting applications from residents and non-residents of Colorado.

Please note: This recruitment may be used to fill multiple vacancies at the locations below.

Division of Youth Services

Platte Valley Youth Services Center

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CDHSCareers

About the Division of Youth Services: The Division of Youth Services (DYS) provides a continuum of residential and non-residential services that encompass juvenile detention, commitment, and parole. DYS is the agency statutorily mandated to provide for the care and supervision of youth committed by the District Court to the custody of the Colorado Department of Human Services. The Division operates fifteen secure facilities that serve youth between the ages of 10 and 21, who are pre-adjudicated, sentenced, or committed. The Division also contracts with numerous private residential and non-residential service providers throughout the State. For pre-adjudicated youth, the Division is also responsible for the management and oversight of Colorado Youth Detention Continuum, a State-funded, locally administered program that provides services to youth at risk of further progressing into the juvenile justice system. In addition to residential programming, the Division administers juvenile parole services throughout the State.

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

My Why

Description of Job

This announcement is for Day Shifts.

Please note: These working arrangements are subject to change.

Summary of the position:

This work unit exists to provide operational activities including technical and clerical support for Platte Valley Youth Services Center. This position corresponds with the Program Assistant position to provide replacement support for each other and to ensure agency mandates are met and service delivery is uninterrupted.

Administrative Assistants provide high-level administrative support to management and other staff by conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings; Preparing invoices, reports, memos, letters, financial statements and other documents, using word processing, spreadsheet, database, or presentation software; Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution; Open, sort, and distribute incoming correspondence, including faxes and email; File and retrieve documents, records, and reports; Greet visitors and determine whether they should be given access to specific individuals; Prepare responses to correspondence containing routine inquiries; Answer general phone inquires and forward messages to appropriate staff; Purchase, receive and store the office supplies. The operation of office equipment as tools to facilitate the work is often required, such as copiers, fax machines, personal computers or similar keyboards, sorters, printers, meters, etc.

The purpose of this position is to provide clerical support to the administrative staff in a secure committed facility and perform the clerical/data entry duties required of an assistant. The Director, Assistant Director, Clinical Director and Program Assistant have an increase in special DYS projects that assistance is needed with, to include additional duties within DYS treatment model.

Job Duties:

+ Frequent written and verbal communication with vendors and agencies to request supporting documentation, monthly billing or other issues related to fiscal management. Assist in the administrative operation of the office through customer service, filing and office coverage.

+ CORE System - Generate purchase requisitions, RX's, adhering to State fiscal rules and procurement regulation using DYS and DHS procedures.

+ Purchasing Card - obtain a purchasing card in order to make purchases for the facility.

+ Reallocate monthly purchase card statement, provide information for random purchasing card audits if requested.

+ Facility/VC Calendar - Main point of contact for facility/video conference calendar. Ensure all scheduled appointments, meetings, video conferences are input into the facility calendar and coordinated with various parties of such.

+ According to the prevailing DYS standard, independently develop and maintain spreadsheets, databases or mechanisms necessary to track operations in the facility. This position requires a degree of independence, time management, and ability to self-direct to perform its duties.

+ Office Equipment - ensure proper functioning and provide minor maintenance to all office equipment including fax, copiers and printers and prepare monthly usage reports on copy machines for transmittal to vendor and for in-house tracking; maintain adequate supplies for all machines and arrange/coordinate servicing of machines.

+ Meal tickets - sell tickets, collect money, balance tickets/cash, prepare appropriate spreadsheets monthly.

+ Petty Cash Fund - will hand out cash to employees from the petty cash fund maintain fiscal rules and will make sure all funds are accompanied by a signed receipt. Will also reconcile petty cash funds at the end of each month for appointing authority's signature and send to accounting for reimbursement.

+ Purchasing of supplies or incentive items as needed, copies as requested.

+ Other - type and distribute all types of correspondence at the direction of administrators and ascertain legal/confidentiality requirements; process change of address/information forms. At times may count student trust fund cash or hand out funds to include a count of client cash at the end of the month.

+ Equipment/Office Supplies - inventory and order supplies for entire facility (including administration, three living units, intake/control and clinical), distribute, store, and track usage in order to monitor expenditures for budgetary constraints of office supplies and equipment for the facility. Includes creating processes of ordering and distributing supplies within the facility.

+ Computers - minor assistance and instruction to personnel in use of computer software including Word, Excel, e-mail, etc.

+ Mail - Distribution of student and facility mail daily; maintaining postage and monitoring of postage.

+ Assists Program Assistant with HR Process to include vacating and filling vacancies through eClearance. Required to do reference checks and Prison Rape Elimination Act (PREA) checks for new hires including making employee files and auditing them for up to date required paperwork. Assists new volunteers/contract employees/interns with filling out paper work ,and referring them to the training coordinator for scheduling training. Personnel coordination - Tasks involve assisting new employees with filling out paperwork, computer access, pictures for new employee badges, completing fingerprints and/or background checks if needed. Audits and maintains staff personnel files ensuring all required documentation is in there and is up to date.

+ Maintain Administration Files - Determine what goes in the facility employee files according to DYS policy, creating and maintaining filing and reporting systems for official DYS documentation. Maintaining computer spreadsheet (Excel) and database (Access) forms to compile and report pertinent information to persons within the facility, ie. Director, Assistant Director, Yss III's, Program Assistant, and other staff as needed.

+ Other duties as assigned.

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***

The Colorado Constitution, Article XII, Section 13 requires that applicants for state classified government jobs be residents of Colorado.

Applicants must meet the minimum qualifications listed below to continue in the selection process for this position. Work experience must be specifically documented on your application. Do not use "see resume" or "see attached" statements on your application.

Education and Experience:

+ Three years of experience in an occupational field related to the work assigned to the position.

Substitutions:

+ Appropriate education will substitute for the required experience on a year-for-year basis.

Preferred Qualifications:

+ Experience providing exceptional customer service

+ Data Entry including: entering information into a program or database

+ Regular, daily work responsibilities utilizing equipment and software used in offices (E- Mail,

+ Microsoft Office programs (Word, Excel, PowerPoint), Google Apps, etc.)

+ Reviewing and comparing data for accuracy and completeness.

+ Basic math skills

+ Good grammar and spelling

+ Ability to maintain customer and office confidentiality

Please Note:

As part of the Comparative analysis process, candidates who meet the minimum qualifications will be required to take and pass on online skills assessment test. Notifications, as well as instructions will be sent via email so applicants are encouraged to continually check for emails

Conditions of Employment:

+ Be a minimum of 21 years of age, with no felony convictions or history of domestic violence

+ Possess and maintain a valid State of Colorado driver's license

+ Pass CBI and FBI background investigations

+ Former State employees who were disciplinarily terminated or resigned in lieu of termination must disclose the information on the application and provide an explanation why the prior termination or resignation should not disqualify the applicant from the current position. Absent extraordinary circumstances, prior disciplinary termination or resignation in lieu of termination will disqualify the applicant from future State employment with CDHS.

+ Included in the background investigation is a current/previous employer check. Your current and previous employers within the last 10 years must be listed on your application even if the job duties are unrelated to Correctional Youth Security Officer I position. Incomplete employer information (address, phone, supervisor name) or omission of former employers may result in application disqualification.

+ Continued employment is contingent upon successful completion of the DYS Pre-service Training Academy, Field Training Program (FTO) and mandatory annual training in all subject areas.

+ Post-hire an annual influenza vaccine is required unless an employee obtains a medical or religious beliefs exception.

+ Effective September 20, 2021, this position will require documented proof of full COVID-19 vaccination. New employees will be required to provide attestation to their status with proof of vaccination within thirty (30) business days of hire.

Religious and medical exemptions and reasonable accommodation shall be addressed as required by law pursuant to the Equal Employment Opportunity Commission's vaccination guidance. If you would like to request a medical or religious exemption, please contact CDHS_HumanResources@state.co.us

Note: Fully Vaccinated means two (2) weeks after a second dose in a two-dose series of the COVID-19 vaccine, such as the Pfizer or Moderna vaccine, or two (2) weeks after the single-dose vaccine, such as Johnson & Johnson's Janssen vaccine, as defined by the most recent State of Colorado's Public Health Order and current guidance issued by the Colorado Department of Public Health & Environment.

On or after October 31, 2021, each facility shall ensure all newly hired employees, direct contractors, or support staff members are fully vaccinated at the time of hire, or receive their first dose of a two-dose protocol, or a single-dose vaccination, prior to providing any care, treatment, or other services for the facility and/or its clients.

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 (dpa_state.personnelboard@state.co.us), 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.

For more information about the appeals process, the official appeal form, and how to deliver it to the State Personnel Board; go to spb.colorado.gov; contact the State Personnel Board for assistance at (303) 866-3300; or refer to 4 Colorado Code of Regulations (CCR) 801-1, State Personnel Board Rules and Personnel Director's Administrative Procedures, Chapter 8, Resolution of Appeals and Disputes, at spb.colorado.gov under Rules.

Supplemental Information

Link to: How to Apply (https://cdhs.colorado.gov/information-for-job-applicants#how-to-apply)

Link to: The Assessment Process (https://cdhs.colorado.gov/information-for-job-applicants#assessment-process)

For additional recruiting questions, please contact Maria.Ramos-Robinson@state.co.us.

About Us:

If your goal is to build a career that makes a difference, consider joining the dedicated people of the Colorado Department of Human Services (https://www.colorado.gov/cdhs) (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 www.copera.org 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

+ BenefitHub state employee discount program

+ Employee Wellness program MotivateMe

+ 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. For more

information, go to https://www.colorado.gov/pacific/dhr/student-loan-forgiveness-programs.

Our Values:

We believe in a people-first approach: To serve the people of Colorado, we develop a culture and work environment that creates an energized, inspired, and healthy team capable of giving their best to Coloradans.

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.

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.

ADAA 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, 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 ADAAA Coordinator, Nancy Schmelzer, at cdhs_ada@state.co.us or call 1-800-929-0791.

-THE STATE OF COLORADO IS AN EQUAL OPPORTUNITY EMPLOYER-

Toll Free Applicant Technical Support (https://cdhs.colorado.gov/information-for-job-applicants#technical-support)

Keywords: Colorado State, Greeley , Administrative Assistant, Administration, Clerical , Greeley, Colorado

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