Program Assistant I- Campus at Lookout Mountain

State of Colorado•Golden, CO

2d•Onsite

About The Position

The Program Assistant I provides high-level technical office management and administrative support for the Education Work Unit at Lookout Mountain Youth Services Center and serves as a school registrar. The role maintains educational records and student information systems, produces reports for quality assurance and education monitoring, supports student transcripts and graduation planning, and coordinates administrative procedures for the educational team. The position also assists with budgeting and purchasing, acts as a systems and training liaison, and manages confidential human resources processes, hiring coordination, and timekeeping. The role requires accurate handling of education and personnel information, compliance with applicable requirements, and completion of required training. Work is performed at the assigned location during scheduled work times; training may require travel. The position is open to current Colorado residents only.

Requirements

Four years of relevant experience in an occupation related to the work, or a combination of related education and relevant experience totaling four years.
Open to current Colorado residents only.
Ability to work at the assigned work location during scheduled work times.
Successful completion of required background and reference checks.
Successful completion of the DYS Pre-service Training Academy, Field Training Program (FTO), and mandatory annual training is required for continued employment.
Ability to complete required training and travel when necessary.
Ability to handle confidential client and personnel information in accordance with applicable requirements.
A Diana Screen is administered to applicants seeking positions of trust with children and teens; results may be considered in the selection decision.

Nice To Haves

Relevant years of state service experience.
Highly organized and able to manage multiple projects.
Experience working in an office or school environment.
Proficiency with Google Suite.
Experience with Microsoft Office Suite.
Proficiency in Excel.
Teamwork and collaboration skills.
Interpersonal skills.
Experience handling difficult situations and people.
Data-entry experience.

Responsibilities

Develop, organize, implement, train staff on, and maintain administrative systems and procedures for the education department.
Coordinate communication between the principal, central office, and campus staff.
Create and maintain systems for tracking student, program, data, correspondence, and official DYS documentation.
Use Excel, Google Docs, Google Sheets, Access, Trails, the student information system, and other required systems to compile and report information.
Enter and validate educational data, maintain student files and records, and ensure required reporting is accurate and timely.
Prepare facility, state, federal, quality assurance, course, credit, graduation-plan, and special-education reports and monitoring records.
Maintain monthly and quarterly monitoring systems, gradebooks, attendance records, and student files; review teacher-provided data for accuracy.
Prepare and provide transcripts within required timelines, align courses with graduation plans, monitor credit needs, update graduation plans, and prepare daily schedules.
Respond to inquiries from the public, staff, and educational agencies, and route inquiries appropriately.
Protect confidential client information and follow applicable HIPAA, FERPA, Colorado Department of Education, and DYS requirements.
Coordinate calendars and document required meeting timelines across the facility and education team.
Assist with site education budget planning, estimate costs, prepare expenditure reports, maintain an ordering system, purchase materials, and provide monthly purchasing reports.
Maintain purchase-card records and track inventory, including computers and student-use Chromebooks, with quarterly and annual records.
Serve as a super user and training liaison for Colorado Trails, the education student information system, and other required systems; train and assist staff in their use.
Conduct monthly quality assurance checks in Trails and the student information system, including checks on records released from the facility.
Work with district liaisons to ensure transcript accuracy and determine relevant systems training for education personnel.
Assign system user rights to client managers, behavioral health staff, and designated small groups; ensure onboarding and YCTO completion for new work-unit employees.
Process personnel actions, coordinate with HR on pay and benefits matters, maintain personnel files, track performance-management milestones, and assist with hiring and offboarding.
Serve as the education unit timekeeper, ensure KRONOS entries are accurate, interpret state leave policies, resolve payroll discrepancies, and maintain confidentiality.
Monitor HR action items, hiring and vacancy data, onboarding, system access, Academy participation, and required training.
Complete required DYS training by deadlines, which may require travel, and perform other assigned duties within the position's scope.

Benefits

PERA Defined Benefit Plan or PERA Defined Contribution Plan, 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.
State of Colorado Employee BenefitHub Resource Center.
Employee Wellness program.
Work-life programs, including flexible schedules and training.
Remote work arrangements for eligible positions.
Some positions may qualify for the Public Service Loan Forgiveness Program.