CDOC - Program Assistant I (Colorado Springs)

State of Colorado • Denver, CO

1d • Onsite

About The Position

This Program Assistant I position is located at CDOC Headquarters in Colorado Springs, Colorado. This posting may be used to fill future vacancies at this location. If your goal is to build a career that makes a difference and builds greater public confidence in good government, consider joining the dedicated people of the State of Colorado. Our professionals strive to support state government and the citizens of Colorado. Customer service is a key component for every position in state government as is the focus on ideas and ways to redesign the delivery of services in making state government more effective and efficient.

This position provides detailed data information to the Chief of Behavioral Health Services, Substance Use Disorder Program Administrator, Psychologist Administrator, Mental Health Program Administrator. Provide detailed budget information to the TC Supervisors and the Administrator of Substance Use Disorder. Participates in planning of treatment delivery activities, quality assurance, data analysis, manages hard copy and electronic data in various archives and computer software packages, disseminates criminal justice information and data regarding treatment delivery activities to departmental staff and other government agencies, maintains databases to illustrate program activity and information in demographic and budget areas, and maintains information regarding Substance Use Disorder Treatment Services licensure of individual facilities. Communicates directly with Behavioral Health program administrators and facility supervisors to collect data and information needed for Division and Agency reporting. Tracks project status and help manage completion dates for Behavioral Health leadership. Studies and manages Behavioral Health Grants budget and planning information to determine projected program needs. Position is expected to assist in the development of project proposals, reporting, zero based budget projections, and other duties as assigned. This position will also serve as a backup for the Clinical Staff Resource Coordinator and the Clinical Office Manager.

Requirements

• Four (4) years of general clerical experience related to the work assigned to this position.
• 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, data entry; printing, scanning, and making copies; scheduling; arrange meeting logistics and equipment; record keeping, filing and maintenance; answering multi-line phones; and general administrative tasks in an office support environment.
• A combination of related education in Business, Criminal Justice or a similar discipline and/or relevant experience as related to the work assigned equal to four (4) years.
• Excellent customer service and interpersonal skills
• Superb written and oral communications skills
• Self-directed and motivated work ethic
• Strong analytical skills
• Strong proofreading skills
• Impeccable organization skills and meticulous attention to details
• Ability to research and gather data
• Ability to multi-task
• Exercise discretion in highly sensitive personnel matters while maintaining confidentiality
• Ability to learn and apply personnel rules, procedures, processes, and concepts
• Self-control, a strong sense of ability to work in stressful, potentially violent situations
• Ability to remain alert, emotionally stable, and mentally resilient under pressure and observant throughout their shift
• Tolerance to stress, confinement, and high-stakes interaction
• 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.
• 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 have valid U.S. work authorization at the time of application; DOC cannot provide H-1B sponsorship at this time.
• 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.

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, Access and PowerPoint) and Google Suite (Gmail, Drive, Sheets)
• Ability to interpret complex rules, regulations, policies, procedures and guidelines
• Experience interpreting complex rules, regulations, policies, procedures and guidelines
• Comprehensive knowledge of relevant federal and state law/legislation.
• Experience working with confidential information.

Responsibilities

• Provide programmatic support on behalf of an executive or director
• Serve as the primary liaison between the work unit staff, and program internal and external stakeholders
• Provide outstanding customer service to CDOC employees, outside agencies, and the public
• Interpret, explain, and apply basic principles, rules, regulations, policies, precedents, guidelines, and objectives
• Organize and establish work processes to provide support to management, ensuring the delivery of designated services and optimal office processes
• Analyze, evaluate, develop, and implement work processes to achieve program efficiency and deliver needed services effectively
• Run reports, research raw data and sort appropriately, in order to provide to executive staff clear and concise information, in order to make best business decisions and/or to report agency status on goals
• Provide assistance with technical budget detail matter, such as preparing budget documents, and estimating budget needs
• Prepare executive presentations, reports, memos, letters, and other documents
• Review records and reports pertaining to activities such as production, processes, and procedures to verify details, monitor work activities, and evaluate program performance
• Read and analyze documents, submissions, and reports to determine program significance and proper distribution
• Handle all arrangements for the office related to meetings, coordinate events, and other office needs
• Update and maintain systems, such as databases and tracking systems, to ensure efficient operation and to ensure timely follow-up on outstanding issues
• Implement, revise and create office practices and procedures; adhere to state, fiscal and personnel rules
• 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