Department Information

Division of Youth Services: The Campus at Mount View Youth Services Center

Most State of Colorado employees are eligible for a great benefit package! Please see the Supplemental Information section below for details!

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

Description of Job

The Program Assistant reports to the Facility Director and is responsible for organizing and coordinating office operations. Assists in managing the facility budget by preparing operating, personal services and trust fund reports. Prepares and processes account payables/receivables. Functions as the facility unit time keeper. Operates as one of the facilities liaison with HR; provides updated information concerning workers’ compensation and other benefit information. Maintains facility personnel records, updates policies pertinent to job functions and performs other related duties as required.

Primary Job Duties

Fiscal/Financial

• Oversees and maintains Operating Budget for Facility.
• Ensures spending is on track and recommends purchases to the Facility Director that meets the needs of the campus.
• Monitors, ensures compliance, interprets, assists and evaluates systems and guidelines for procurement needs facility wide in accordance with State Fiscal Rules (i.e., youth living supplies, office supplies, furniture, inventory, special purchases, forms, postage, office machines, purchases over $5,000).
• Set up systems to submit proper documentation for revenue received, expenditures and trust revenues.
• Set up informational systems, monitor and maintain bank, purchase card, youth trust funds, petty cash, and meal ticket accounts.
• Compiles data for operating budget preparation each year, tracks and advises the Director on all operating budget expenditures.
• Provides business units with monthly update of their budget.
• Explains accounting procedures, trains and works collaboratively with the Facility Director and other professional staff to problem solve areas of concern and implement the agency mission.
• Coordinates any purchase over $5,000 that requires additional documentation and input into CORE.
• Monthly reconciliation of Purchasing Card, ensuring all transactions are coded correctly and receipts are records.
• Performs and coordinates campus wide shopping for items such as Quarterly Clothing Order, PEAK Phase Privileges, various Multi-Family All Days, etc.
• Performs all accounts payable functions including tracking and processing of invoices.
• Serves as a backup to the Student Trust Fund reports to Director, submits order on CORE, identify and safeguard youth and state monies.
• Backup to prepare all financial reports for submission including petty cash reports, meal ticket reports/reconciliation, bank reconciliations.
• Works with the Administrative Assistant II to ensure restitution is paid to the courts when youth request to withdrawal monies for their accounts.

Human Resources/Personnel Liaison

• Works closely with Assistant Directors, Clinical Director and Human Resources Department Staff in regards tracking positions.
• Acts as a lead with all personnel actions done through the eClearance process for Gilliam Youth Services Center by tracking/recording all pertinent information for PAFs submitted.
• Responsible for tracking PAFs through the eClearance system, ensuring that all required paperwork is uploaded in a timely manner.
• Maintains internal database, which tracks all new hires and vacancies to ensure that all positions are filled in a timely manner.
• Works independently on assigning position numbers to new hires and following up with Human Resources to ensure all required paperwork is received in a timely manner.
• Tracks all Corrective/Disciplinary Letters issued to the staff. Updates weekly the Division Staff Tracker for all vacancies for the facility.
• Serves as a Personnel Liaison to Gilliam Youth Services Center employees for personnel, benefits, payroll issues, and providing appropriate referrals.
• Responsible for coordinating and maintaining personnel manuals and their usage.
• Establishes and identifies confidential on-site personnel processes.
• Identifies, monitors and tracks payroll and benefit problems and independently corrects issues.
• Suggests courses of action for employees to follow/pursue in relation to the aforementioned issues.
• Create and establish checklists for hiring/termination of employees and coordinate implementation of paperwork.
• Develop procedures for and maintain personnel files, which include all internal and external forms, personal data sheets, PDs, etc.
• Serves as the Facility PMP Coordinator, which involves working with Supervisors and Department ensuring that deadlines are met and required paperwork is completed/submitted within the deadlines.

Office Support

• Provides high-level administrative and technical support which involves assisting a Facility Director, Assistant Director, and Unit Supervisors by applying knowledge of and /or interpreting basic principles, rules, regulations, policies, precedents, other guidelines and objectives specific to a program or professional subject area to resolve problems, answers questions and provides information, and/or advises other technical program issues or matters.
• Provides technical advice, administrative assistance, and general office support, including reception, telephone assistance, etc. Special projects and complex issues are assigned, approved and solutions implemented at an operational level. Position assists the Director in prioritizing workload, time management and keeping abreast of important issues affecting administrative services in the facility.
• Personnel, timekeeping, procurement and budget issues are analyzed and recommendations made to the Director for example there may be billing issues or supply order discrepancies that need to be brought to the Director’s attention.

Timekeeping

• Duties include establishing location and maintaining computer hardware for Kronos input.
• Serves as the Timekeeper for Clear Creek YSC.
• This position must understand in detail state leave practices and be able to interpret and explain accurately this information to all employees.
• Must be an expert in Kronos software and operate autonomously giving direction and teaching to supervisors/editors as needed.
• A high level of confidentiality and judgment is critical.
• Manage/track Holiday Balances to ensure zero balance at the end of the Fiscal Year.
• Reconcile the monthly timekeeping reports for staff when questions arise.
• Serve as the back-up timekeeper for other campus timekeepers.

Technical Support (computer, phones, equipment)

• Serves as the liaison in maintaining relationships with OIT and third party vendors determining which vendor best fits the facility’s need and escorting vendors to repair issues and install equipment.
• These duties include advising the Director in identifying and procuring computer, telephone, and related equipment needs, creating, and maintaining database computer inventory records and confidential telephone codes, assistance with voicemail, and teaching facility standards and software to end users.
• Orders and Coordinates the lease renewals for all computer equipment on campus.
• Sets inventory checkout lists and ensure implementation, design general office record keeping systems, resolve external vendor complaints.
• Assists in the maintenance of radio and key system, update policy and procedure database, coordinate filing of facility reports.

Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights

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. Applications with no work history listed, "see resume" or "see attached" statements on your application will not be accepted in lieu of completion of the official application form. Part-time experience will be pro-rated.

Minimum Qualifications:

Four years of general clerical experience.

Program Assistant level I experience consists of creating and revising office procedures; writing office procedure manuals; designing forms and processing steps; designing general office record keeping systems; compiling and formatting the content for program materials such as annual reports and newsletters; and accounting for the unit's allotted funds by authorizing (signing) operating expenditures.

Substitutions:

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

You MUST submit a copy of your transcripts with your application materials if you are substituting education course work for experience.

Highly Preferred Competencies:

• Excellent customer service and interpersonal skills
• Superb written and oral communications skills
• Self-directed and motivated work ethic
• Strong analytical skills
• Organizational skills and compelling attention to details
• Must maintain a high level of confidentiality
• Ability to research and gather data
• Attention to detail

Preferred Qualifications:

• Ability to multi-task various priorities
• Advanced proficiency in Microsoft Office (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

Lived Experience:
The Division of Youth Services (DYS) is committed to hiring individuals who are professional and passionate about their desire to help youth. DYS values candidates who have demonstrated perseverance as a special attribute that can help the youth in our care. DYS encourages qualified candidates with "lived experience" to apply. Lived experience comes from the personal knowledge and understanding that many possess by virtue of first-hand experience with mental health, substance abuse, systems involvement and traumatic events. Lived experience brings unique knowledge, insights and perspectives that are invaluable for organizational growth, increased sensitivity to the youth and families we serve, and new ideas and inspiration for improving service delivery.

ONLY APPLICANTS WHO MEET THE MINIMUM REQUIREMENTS BY THE CLOSING DATE SHALL BE CONSIDERED FOR THIS POSITION.

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
• May need to travel to post office or pick up supplies based on duties, and occasional travel to assigned training.
• Pass CBI and FBI background investigations
• Travel to training and/or conferences
• Former State employees who were disciplinarily terminated or resigned in lieu of termination must (1) disclose that information on the application (2) provide an explanation why the prior termination or resignation should not disqualify the applicant from the current position, (3) provide the employee number from the applicant’s 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.
• 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.
• On or after October 31, 2021, each facility shall ensure all newly hired employees 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. Upon hire, new employees will have three (3) business days to provide attestation to their status with proof of vaccination. Vaccinated employees must provide proof of first dose prior to providing care.
  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, Moderna or Novavax vaccine, or two (2) weeks after the single-dose vaccine, such as Johnson & Johnson’s Janssen vaccine.
  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

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

For additional recruiting questions, please contact Isaac.Phelps@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(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.

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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.


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.