CDOC - Program Assistant I - Corrections Training Academy, Colorado Springs

State of Colorado • Colorado Springs, CO

3d • Onsite

About The Position

A Program Assistant organizes and establishes work processes to provide technical and professional support to the Assistant Director, members of the management team, and CTA staff as a whole. Process confidential information and provide effective customer service for internal and external stakeholders. Communicate and share information on behalf of the Assistant Director while maintaining confidentiality and utilizing appropriate communication methods. Ensure compliance with adherence to the policies and procedures of Colorado Department of Corrections (CDOC) and the CTA. Resolve problems, answer inquiries, provide information and advise others on technical issues or matters pertaining to the Director’s office. Establish and maintain professional and cooperative working relationships, represent the Department and CTA in a manner that reflects dedication and commitment to delivering efficient, effective and timely services.

Requirements

• Four years of general clerical experience. This experience must be clearly described, in your own words, within the work experience section of your application to meet this requirement.
• General clerical duties may include the accurate and timely completion of processing documents and information; data entry; printing, scanning, and making copies; scheduling; accepting reservations or registrations; arrange meeting logistics and equipment; reception and intake; record keeping, filing and maintenance; answering multi-line phones and relaying messages; and general administrative tasks in an office support environment.
• Excellent customer service and interpersonal skills.
• Superb written and oral communications skills.
• Self-directed and motivated work ethic.
• Strong analytical skills.
• Impeccable organizational skills and compelling attention to details.
• Ability to research and gather data.
• Ability to multi-task.
• Ability to read and comprehend the English language.
• Ability to effectively communicate fluently in English both verbally and in writing.
• Ability to create accessible documents and technical content that follows plain language guidelines with accessibility in mind.
• Must be 21 years of age.
• Possess a valid driver’s license.
• Drivers must maintain a valid, non-restricted Colorado driver license, obey traffic laws, and be able to safely operate a motor vehicle.
• State drivers are expected to maintain a safe driving record consistent with Colorado Division of Human Resources Universal Policy Driving Standards.
• Eligibility to drive a State-owned vehicle, includes holding a valid Colorado driver’s license within 30 days of employment or residency change and meeting specific driving record criteria.
• Serious traffic violations, including DUIs or reckless driving, can disqualify drivers for up to seven years.
• All State Vehicles are monitored by telematics for safe operation and employees have no reasonable expectation of privacy while using an agency State Fleet vehicle.
• Possess a high school diploma or GED.
• Have NO felony convictions, to include any actions defined in 5 U.S.C. 301; U.S.C. 509, 510; 42 U.S.C. 15601-15609.
• The CDOC shall not hire nor promote anyone who may have contact with an offender who has engaged in sexual abuse which includes acts, activity, and sexual behavior, in a prison or other institution as defined in 42 U.S.C. 1997; or has been convicted of engaging or attempting to engage in sexual activity in the community facilitated by force, overt or implied threats of force or coercion, or if the victim did not consent or was unable to consent or refuse, or has been civilly or administratively adjudicated to have engaged in the activity described in the above paragraph.
• The agency shall consider any incidents of sexual harassment in determining whether to hire anyone who may have contact with offenders or residents.
• Applicants must be legally eligible to work in the United States to be appointed to this position.
• CDOC uses e-Verify, an Internet-based system, to confirm the eligibility of all newly hired employees to work in the United States.
• CDOC does not sponsor non-residents of the United States.
• Successfully pass all modules of the six-week Colorado Department of Corrections Basic Training, to include English reading comprehension, relevant competency assessments and written/practical exams in Defensive Tactics.
• Possess the physical ability to successfully complete Defensive Tactics.
• Lift arms above head and kick as high as own waist.
• Stabilize another person to accomplish a controlled take down.
• Use arms, palms of hands, shins, and feet to deliver blows.
• Withstand impact (slow speed or with a safety bag) on own body from strikes/blows.
• Swing a baton in a striking technique.
• Rotate body 90 degrees with feet planted for striking with foot or using a defensive tactic.
• Get down on one or both knees and up again with multiple repetitions.
• Will be exposed to Oleoresin Capsicum during Basic Training and will be exposed while on assignment.
• Must be able to see and hear in order to observe, address and respond to potential breaches in safety and security.
• Seize, hold, control or subdue violent or assaultive persons and defend oneself or others to prevent injury.
• Demonstrate body agility, strength of all four limbs and the ability to walk and climb stairs consistently.
• Work in situations involving assaultive behavior, physical control of another person and/or restraint situations.
• Deal with individuals with a range of moods and behaviors, utilizing tactfulness and a congenial, personable manner.
• Work with people of the opposite sex, diverse racial ethnic groups, mentally ill and emotionally disturbed offenders.
• Communicate by talking, listening and/or signaling people to convey or exchange information, assignments.
• Work in an environment with fluctuating noise and temperature (hot and cold) which may include working outdoors in inclement weather and/or concrete floor/wall work settings.
• Willing and able to travel.
• Willing and able to work various shifts, days, afternoons, graveyards (nights) which includes a rotating shift schedule.
• TB (tuberculosis) screening is required of all new employees upon hire.
• Successful completion of a background investigation is required.
• The CDOC is committed to a work environment free from illegal drugs and alcohol.
• Employees (see exception below) may use marijuana in their personal time but are prohibited from working while under the influence of any substance, including marijuana.
• A drug test will be administered to all new employees; employees must successfully pass.
• Random drug screening will occur throughout employment.

Nice To Haves

• One (1) year experience of high level clerical duties.
• High Level clerical duties may include: document creation, word processing; create and revise office procedures; compiling and formatting the content for program materials such as annual reports and newsletters; screening documents and supporting information to determine eligibility, authenticity, or identity; accounting for the unit's allotted funds by authorizing operating expenditures.
• Advanced proficiency in Microsoft Office (Word, Excel, PowerPoint) and Google Suite (Gmail, Docs, Sheets, Drive).
• Ability to interpret complex rules, regulations, policies, procedures and guidelines.
• Experience working with confidential information.
• Experience tracking and managing a budget.

Responsibilities

• Analyze requisitions and funds to determine appropriate procurement method, appropriately code purchases from funding lines within the Training subprogram, and apply fiscal rules to avoid violations.
• Compile and analyze spreadsheets for the purpose of tracking expenditures.
• Make assessments of funding lines for planning purposes.
• Initiate purchases by use of P-Card, or creating applicable requisitions, demonstrate knowledge and technical skills of CORE system for accurate accounting, maintain P-Card log, and prepare receiving reports.
• Provide support to the CTA Assistant Director by writing correspondence, updating training ARs, and preparing spreadsheets, reports and other special project documents as needed.
• Maintain the Assistant Director’s calendar, maintain designated compliance files and reviews area operations and takes necessary steps to ensure compliance with standards and policies.
• Interpret, explain, and apply basic principles, rules, regulations, policies, precedents, guidelines, and objectives specific to work assignment.
• Review records and reports pertaining to activities such as production, processes, and procedures to verify details, monitor work activities, and evaluate program performance.
• Serve as the primary liaison between the work unit staff, and program clientele.
• Analyze, evaluate, develop, and implement work processes to achieve program efficiency and deliver needed services effectively.
• Other duties, as assigned.

Benefits

• Distinctive career advancement opportunities throughout the state system
• Strong, secure, yet flexible retirement benefits including PERA Defined Benefit Plan or PERA Defined Contribution Plan plus 401K and 457 plans.
• Medical and dental health plans
• Short and long term disability coverage
• Paid life insurance
• 11 paid holidays per year plus vacation and sick leave
• Wellness program, tuition reimbursement, training opportunities and more

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED