Job Description

Department Information

STATE OF COLORADO RESIDENCY REQUIRED

NOTE: This announcement may be used to fill multiple openings.

Colorado Governor Jared Polis is committed to building a Colorado For All, a place where everyone has an opportunity to succeed and live the Colorado way of life. Governor Polis is focused on lowering health care costs for hardworking Coloradans, transitioning the state to renewable energy sources, ensuring every Colorado child gets a quality education, and building an economy that works for everyone.

The State of Colorado strives to create a Colorado for All by building and maintaining workplaces that value and respect all Coloradans through a commitment to equal opportunity and hiring based on merit and fitness. The State is resolute in non-discriminatory practices in everything we do, including hiring, employment, and advancement opportunities.

We offer a generous benefits package including:

• 
  11 paid holidays per year plus vacation and sick leave

• Medical, dental, and vision plans

• State paid life insurance policy

• Choice of 2 retirement plans (defined benefit or defined contribution)

• Optional 401(k) and 457 plans

• State paid short-term disability coverage

• Additional optional life and disability plans

• Credit Union membership

• Training and professional development

To learn more about State of Colorado benefits visit:


Some positions may qualify for the Public Service Loan Forgiveness Program . For more information, go to

This position will have the opportunity for a hybrid schedule (a combination of in-office and remote workplace). **Please note - equipment provisioning and certain onboarding tasks will take place in person, in our downtown Denver office, on the first day of employment.**

The Colorado Department of Early Childhood (CDEC) ensures the delivery of a comprehensive, community-informed, data-driven, high-quality, and equitable early childhood system that supports the care, education, and well-being of all Colorado's young children, their families, and early childhood professionals in all settings. CDEC provides access to collaborative, coordinated, quality early childhood programs and support to children, families, and early care professionals in an effort to best prepare Coloradans for future success. CDEC works with many partners, including parents, schools, child care providers, Early Childhood Councils, counties, Community Centered Boards, early intervention service providers, family resources centers, county human services, county public health, businesses, community organizations, and other stakeholders to provide high-quality early childhood and family support programs.


The Division of Community and Family Support (DCFS) provides communities and families with the support they need so children have a strong environment in which to thrive. It comprises fifteen distinct programs that work to ensure all families have equitable and easy access to high-quality services so that all children start school ready to succeed. These programs and services benefit families by strengthening collaboration and coordination between the state and local-level delivery systems. The Division works with many partners, including parents, childcare providers, early intervention services, family resource centers, early childhood councils, community mental health centers, health clinics, county departments, community organizations, and other stakeholders, to provide high-quality early childhood programs and implement effective prevention strategies to mitigate challenges faced by families that affect school readiness and academic success.

Description of Job

What you’ll be doing:

This position primarily provides administrative and technical support to the Director of the Division of Community & Family Support. This position offers Ongoing Division Support and collaboration on one-time special projects

Additional position duties include, but are not limited to:

• Managing the Director’s schedule and day-to-day operational needs, such as monitoring the calendar and email.
• Managing community relations for the Director by serving as the first point of contact for stakeholders, vendors, citizens, legislators, the Governor's Office, and federal, state, and county elected officials.
• Providing technical assistance on departmental office processes and protocols, such as completing travel documents and correspondence to managers, other Division and Program Managers, and staff throughout the Department.
• Acting and utilizing information and knowledge to resolve difficult or unusual situations.
• Develop and implement a tracking system to ensure receipt and accountability for all incoming/outgoing correspondence and/or requests, and to ensure timely responses to external emails and phone calls.
• Managing the Onbase Approval Process.
• This position schedules and coordinates meetings, presentations, and speaking engagements; prepares agendas, briefings, and support materials; recommends, prioritizes, and commits Director for speaking engagements, functions, meetings, and presentations with private, non-profit, county, state and federal agencies and other stakeholders or groups regarding various programs and issues; identifies and exercises judgment and skill to resolve any issues, problems, or questions which arise from such requests.
• Onbase program support, tracking, and responds to all requests requiring the Director’s approval
• Provides support to relevant program committees, when necessary.
• Coordinates with the Office of Program Delivery Director’s Assistant regularly regarding priorities and needs of the Division.
• Determines the accuracy and relevance of expenditures to ensure cost-effective support of programs and compliance with legislative appropriations and policies.
• Provide backup support for the DCFS PA team and support the onboarding of new DCFS PAs.
• Work with CDEC PAs to accomplish CDEC goals as requested
• Must stay current on all policies and have business acumen on how changes affect the division’s mission and daily operations.

• Other duties as assigned

Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights

Residency Requirement:

This posting is only open to residents of the State of Colorado at the time of submitting your application.

Class Code & Classification Description: (New)

H4R2XX

Program Assistant II

MINIMUM QUALIFICATIONS :



Experience Only: Five (5) years of relevant experience in an occupation related to clerical and administrative skills, such as data entry, uploading electronic files, managing files/records, and answering phones.


OR,



Education and Experience : A combination of related education and/or relevant experience in an occupation related clerical and administrative skills, such as data entry, uploading electronic files, managing files/records, and answering phones, equal to five (5) years



Please note: The required experience must be substantiated within the work experience section of your application and in the supplemental questions. Your resume will not be reviewed to determine if you meet the minimum qualifications; only the work experience section and supplemental questions of your application will be reviewed to determine this. “See Resume” statements on the application will not be accepted. In addition, part-time work will be prorated.



Substitutions:
Additional related experience may substitute for the education on a year-for-year basis.
Additional appropriate education in a related field may substitute for the experience requirement on a year-for-year basis.



DEFINITION OF PROFESSIONAL EXPERIENCE :
Work that involves exercising discretion, analytical skill, judgment, and personal accountability, and responsibility for creating, developing, integrating, applying, and sharing an organized body of knowledge that characteristically is uniquely acquired through an intense education or training regimen at a recognized college or university; equivalent to the curriculum requirements for a bachelor's or higher degree with major study in or pertinent to the specialized field; and continuously studied to explore, extend, and use additional discoveries, interpretations, and application and to improve data, materials, equipment, applications and methods.



Preferred Qualifications:

• State of Colorado experience related to the duties of this position
• Experience providing administrative support to executive-level leadership.
• Demonstrated ability to manage complex scheduling and travel arrangements (both in-state and out-of-state).
• Experience organizing and coordinating large meetings, town halls, or stakeholder gatherings.
• Experience serving as a primary point of contact for internal and external stakeholders, including legislative and government officials. Strong business writing skills, including the ability to draft and edit correspondence on behalf of leadership. Demonstrated discretion in handling sensitive personnel and organizational information.
• Ability to identify administrative issues and implement effective solutions independently.
• Proficiency with Google Workspace and Microsoft Office Suite. Familiarity with State of Colorado procurement and travel systems (e.g., CORE) and document management systems (e.g., OnBase).
• Experience navigating State Fiscal Rules and administrative regulations. Experience with Salesforce, Smartsheet, or software programs of a similar nature.

Highly Desired

• Proficiency in coordinating intricate in-state and out-of-state travel, including booking, itineraries, and expense reimbursement.
• Experience with purchasing, procurement, and maintaining efficient office workflows.
• Proven ability to act as a liaison for high-profile contacts, including the Governor’s Office, elected officials, and community partners.
• Strong editorial skills for drafting, proofreading, and formatting executive correspondence and reports

Conditions of Employment:

• Applicants must pass a thorough background check prior to employment.
• Employees who have been disciplined, terminated, resigned in lieu of disciplinary termination, or negotiated their termination from the State of Colorado must disclose this information on the application.

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 ([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.

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

How to Apply (PLEASE READ CAREFULLY)

Please note that ONLY your State of Colorado job application will be reviewed during the initial screening; if you submit a resume and cover letter, they will be reviewed in later stages of the selection process. Therefore, it is paramount that you clearly describe all your relevant experience on the application itself. Applications left blank or marked "SEE RESUME" will not be considered.

Complete Applications must include the following documents:

• A complete CDEC Application for Announced Vacancy (please submit online using the green 'APPLY' button at the top of this announcement)
• A complete Supplemental Questionnaire (The questionnaire is part of the online application. You will be prompted to answer them as you are completing your online application.)
• A cover letter that describes your interest in this position, how your experience aligns with the minimum and preferred qualifications of this position. Cover letters must be uploaded as an attachment to your online application. Cover letters will not be accepted after the closing date and time of the announcement.
• If you are a veteran, a copy of your DD214. Please submit this as an attachment to your online application.

Your application will be reviewed against the minimum qualifications for the position. If your application demonstrates that you meet the minimum qualifications, you will be invited to the comparative analysis process, which is described below.



Comparative Analysis Process

The comparative analysis process will consist primarily of a review of applications against the minimum and preferred qualifications of this position. Applications will be reviewed in comparison to all others in the applicant pool in order to identify a top group of candidates who may be invited for a final interview. Depending on the size of the applicant pool, additional selection processes may be utilized to identify a top group of candidates. Applicants will be notified of their status via email.

Failure to submit properly completed documents by the closing date will result in your application being rejected.

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.

Transfer, Non-Disciplinary Demotion or Reinstatement
If you believe that you are eligible to be considered as a transfer, non-disciplinary demotion, or reinstatement to this vacancy, you must submit a completed application following the directions in this job announcement and you will be included in the selection process along with other qualified applicants. If you are the finalist for this position after the selection process, Human Resources will confirm your eligibility to be appointed as a transfer, non-disciplinary demotion, or reinstatement applicant.

ADAAA Accommodations:
CDEC 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 the HR Business Partner, Jenny Nguyen @ [email protected].

The Department does not offer sponsored visas for employment purposes.

Technical Assistance:

If you experience difficulty in uploading or attaching documents to your online application, or for any other technical difficulties, call NEOGOV technical support at 855-524-5627 anytime between 6:00 a.m.-6:00 p.m. (Pacific Time).

HOW TO APPLY: Please submit an online application for this position at Reach out to the Department Contact to apply using a paper application, including any supplemental questions. Failure to submit a complete and timely application may result in the rejection of your application. Applicants are responsible for ensuring that application materials are received by the appropriate Human Resources office before the closing date and time listed.

IF NOT APPLYING ON-LINE, SUBMIT APPLICATION TO:
Online applications are strongly preferred. If you are unable to submit an online application, please reach out to the contact listed. Please note, all applications must be received by the closing date listed on the job posting.

DEPARTMENT CONTACT INFORMATION:
[email protected]


METHODS OF APPOINTMENT: Appointment to the vacancy or vacancies represented by this announcement is expected to be from the eligible list created. However, at the discretion of the appointing authority, the position(s) may be filled by another method of appointment for a valid articulated business reason.

Job Tags

Full time, Temporary work, Part time, Work experience placement, Work at office, Local area, Remote work, Visa sponsorship

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