Operations Program Assistant I - Hybrid Print (https://www.governmentjobs.com/careers/colorado/jobs/newprint/4374643) Apply Operations Program Assistant I - Hybrid Salary $50,820.00 - $66,072.00 AnnuallyLocation Denver Metro, COJob TypeFull TimeJob NumberILA 04883 02/06/2024DepartmentColorado Department of Human ServicesDivisionOBH (Office of Behavioral Health)Opening Date02/06/2024Closing Date2/27/2024 11:59 PM MountainFLSADetermined by PositionPrimary Physical Work Address710 S. Ash Street, Unit C140, Denver, CO 80246FLSA StatusNon-Exempt; position is eligible for overtime compensation.
Description
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Department InformationThis position is open to current Colorado residents only.Please note: This recruitment may be used to fill multiple vacancies.Opt in below to receive text message updates on CDHS recruiting events! CDHSCareers Most State of Colorado employees are eligible for a great benefit package! Please see the Supplemental Information section below for details! Description of JobAbout this Unit:This position is located within the Colorado Department of Human Services (CDHS), Behavioral Health Administration (BHA) which leads and promotes the State’s behavioral health priorities, ensures that behavioral health services respond to the changing needs of communities, monitors State and local data, and continuously evaluates State efforts. In collaboration with other state agencies, the BHA is accountable for the delivery of behavioral health services in Colorado. It bestows a streamlined and efficient government approach to support quality care while minimizing the burden to providers so that they can focus on service delivery. The BHA is responsible for behavioral health policy development and effective collaboration with cross sector partners working in and around the behavioral health system and along the continuum from prevention to treatment and recovery. The BHA works in partnership with State agencies to reduce bureaucracy and fragmentation.About this Position:This position works closely with leadership to facilitate and coordinate the internal administrative processes across the BHA. Provides a range of technical support and office management functions to BHA by applying knowledge of and/or interpreting basic principles, rules, regulations, policies, precedents, other guidelines, and objectives specific to Human Resources administrative processes. Where a process doesn’t exist, this position creates and/or assists with creating one. This position resolves problems, answers questions provides information, and/or advises others on technical program issues or matters for all staff in the HR unit as well as internal and external customers. This includes planning and organizing various meetings for staff, compiling data, and preparing reports that assist the BHA Operation unit in measuring effectiveness and efficiency. This position is responsible for identifying office problems or areas that need strengthening and the development of action plans to correct issues identified. This position provides overall office management for the BHA Operation unit including reviewing, clarifying, revising, and implementing office policies and procedures. This position ensures daily office operations are handled in an efficient, effective, and responsive manner. The Program Assistant provides support to all BHA units, including customer service issues, technical support, and improving relations with state employees.Summary of Job Duties:Office Administrative/ Technical Support :
Functions as the front-desk receptionist by answering all incoming phone calls, directing customers to the proper area, and forwarding requests or questions to the appropriate staff member.
Takes grievances by phone and email and works with the behavioral health ombudsman liaison to ensure grievances are addressed in a timely manner and follow up if needed.
Assists the public in how to obtain information from the state including grievance forms, driver referral summaries, and public records requests.
Works as the BHA office liaison
Works with the building facilities department to report any maintenance issues.
Coordinates with the other units, Divisions, and/or Department administrative staff regarding the design and implementation of office processes, as required.
Maintain PCard and Event/Travel Card for SD HR office and follow all fiscal rules.
Schedules hotel accommodations and maintains records for reporting purposes. Assists in the travel reimbursement process for the office.
Maintains relationships with OIT and third-party vendors determining which vendor best fits the BHA’s needs and escorting vendors to repair issues and install equipment.
Identifies and procures computer, phone, and related equipment needs, creates, and maintains database inventory records and confidential phone codes, assists with voicemail, and teaches BHA standards and software to end users.
Set inventory checklists and ensure implementation, design general office record-keeping systems, and resolve external vendor complaints.
Responsible for mail distribution for BHA and the coordination and follow up actions of FedEx resources to ensure that BHA packages are delivered and tracked.
Trains administrative and other assigned staff to ensure the availability of FedEx login, codes, forms, and supplies.
Assist Operations Team with tracking and coordination HR actions including PAFs, spreadsheet updating, collaboration with hiring teams, and status updates
Coordinate and schedule appointments and candidate/employee interviews, create and/or send various communications or documents as requested and approved, for supervisors and managers.
Make recommendations on operational policies and procedures based on knowledge of applicable laws, rules, practices, and management direction.
Assists in scheduling meeting rooms, ensuring meeting rooms are prepped, and addressing any needs of meeting attendees. This includes helping with technical issues that may arise with the computer lines, conference phones, conference lines, projectors, and that there are enough chairs in the room for expected attendees.
Serves as Fleet Management liaison.
Processes and tracks checks, grievances, and letters that come into the office including sending them to the correct staff member and ensuring the information is documented accurately.
Timekeeping/Kronos Backup:
Serves as the back-up to the Office for processing the travel reimbursements
Works as the backup timekeeper with BHA managers and staff to complete time and effort recordkeeping and time allocations. Additionally, this position’s work ensures that the time and leave records have been completed and resolves issues related to this function.
DUI and Driver Referral Summary (DRS) Assistance:
Helps direct citizens in the process of retrieving information on driving classes taken, as well as assisting with mailing out the information found or notice of nothing found by DRS Data Specialists. Addresses the verbal and written requests for release forms ensuring citizens obtain the necessary form and understand the process.
Collaborates with DUI and DRS program teams to ensure clear roles and responsibilities and well as to improve processes to provide customer service
Other duties as assigned
Minimum Qualifications, Substitutions, Conditions of Employment & Appeal RightsPlease Note: This position is a part of the operations team and may come into the office up to 1-2 times a week Option 1 (Minimum Qualifications)
Four years of experience in an occupational field related to the work assigned to the position.
Please note: This experience must be clearly documented on your application and the supplemental questions must be answered.
Option 2 (Substitutions)
Appropriate education will substitute for the required experience on a year-for-year basis
Preferred Qualifications:
Working knowledge of the state behavioral health system
Working knowledge of government processes
Knowledge of HIPPA rules and regulations
Experience with Adobe PDF, Excel, Word,
Experience with Google Docs, Google Slides, email and calendar
Highly Desirable Competencies:
Prior experience working in public sector
Bilingual, to include Spanish
Critical Thinking and Decision Making - using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems.
Customer Service - Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
Technology and Computers - experience with software and hardware, data systems, multi-relational databases, Internet, email, and other workplace technology and electronic devices.
Conditions of Employment:
Standard Background – Name check, TRAILS, CMS and JBITS
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.
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.
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 InformationHow to Apply (https://cdhs.colorado.gov/information-for-job-applicants#how-to-apply) The Assessment Process (https://cdhs.colorado.gov/information-for-job-applicants#assessment-process) For additional recruiting questions, please contact [email protected] ([email protected]) .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 [email protected] or call 1-800-929-0791.
THE STATE OF COLORADO IS AN EQUAL OPPORTUNITY EMPLOYER
The State of Colorado offers permanent employees a variety of benefits including medical, dental, life and disability insurance, as well as a comprehensive leave program. Please click the following link for detailed information: www.colorado.gov/pacific/dhr/benefits Please note that each agency's contact information is different; therefore, we encourage all applicants to view the full, official job announcement which includes contact information and class title. Select the job you wish to view, then click on the "Print" icon.01 Your legal name is used in the hiring process for background checks. Did you use your full legal name in your application?
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The bottom of this job announcement provides links to additional information on how to apply, the assessment process, toll free applicant technical support, and about how the State of Colorado is an equal opportunity employer. Please acknowledge below that you have read the information provided in these links.
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I am unable to access the links with this information on the job posting. (If you select this option, please contact the recruiter, whose information is listed on this announcement, so that they can send this information directly to you.)
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Former State employees who were disciplinarily terminated or resigned in lieu of termination must disclose the information on the application. In the space below, please provide an explanation as to why the prior termination or resignation should NOT disqualify your application from the current position.
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If you are a current or former State of Colorado employee, please list your employee number (starts with 997). Failure to provide this requested information may render your application incomplete, and you may no longer be considered for the position.
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Please explain why you are interested in this role and how your skillset and/or past experience makes you a good fit for this role.
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From the job posting, please describe in detail the most important qualities that you can provide to succeed in this position.
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Describe your experience managing an office environment, including solving issues, addressing customer needs, ordering supplies, etc.
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AgencyState of ColoradoAddressSee the full announcement by clicking the "Printer" icon located above the job title Location varies by announcement, Colorado, Websitehttps://careers.colorado.gov/ Apply Please verify your email address Verify Email