Program Assistant II - Division of Youth Services (Education Services)

State of Colorado•Denver, CO

22h•Onsite

About The Position

This position serves as an individual contributor and the primary administrative and operational coordinator for the Division of Youth Services (DYS) Education Office. The position provides comprehensive program support in fiscal management, procurement, human resources, contract administration, technology, and office operations. Although the position does not supervise employees, it provides guidance to other education program assistants it independently coordinates statewide administrative processes, monitors work products and deadlines, interprets and applies State Fiscal Rules, State Personnel Rules, and departmental policies, and serves as a liaison between Education leadership and internal and external stakeholders. The position supports the Education Director and Education Program Directors by coordinating business operations, monitoring fiscal and personnel activities, facilitating procurement and contract-administration processes, and maintaining systems that support statewide education programs. As an individual contributor, the position is accountable for the quality, accuracy, timeliness, and compliance of its assigned work and provides technical guidance and training to Education Office Coordinators and Program Assistants without exercising supervisory authority. The position develops and implements standardized administrative procedures, tracking systems, templates, and training resources to improve consistency and accountability across the Education Office. It exercises independent judgment within established policies and delegated authority to coordinate competing priorities, research and resolve operational issues, and recommend process improvements. The position consults with the Education Director, assigned supervisor, or appropriate subject-matter expert when matters require program-level authority, formal policy interpretation, or decisions outside the position’s delegated responsibility.

Requirements

Five (5) years of relevant experience in an occupation related to the work assigned to this position
A combination of related education and/or relevant experience in an occupation related to the work assigned equal to five (5) years
Be a minimum of 21 years of age
Full background check and reference check required
This position requires State of Colorado residency at the time of application (unless otherwise identified in the posting), and residency within the state throughout the duration of employment in this position.
Must travel to training events and shadowing events and other state DYS facilities
Continued employment is contingent upon successful completion of the DYS Pre-service Training Academy, Field Training Program (FTO) and mandatory annual training in all subject areas.
Former State employees who were disciplinarily terminated or resigned in lieu of termination must: Disclose that information on the application. Explain why the prior termination or resignation should not disqualify you from the current position. Provide your employee number from your prior State employment.

Nice To Haves

Ability to work under tight deadlines and be adaptable to changing assignments
Advanced proficiency in Microsoft Office (i.e. Word, Excel, Access and PowerPoint)
Ability to interpret complex rules, regulations, policies, procedures and guidelines
Experience working with confidential information
Critical and analytical thinking skills
Ability to take initiative to solve problems in an innovative manner
Strong attention to technical detail and accuracy
Ability to work effectively in both independent and team situations
Exceptional customer service and ability to develop and maintain professional relationships
Exceptional verbal and written communication skills
Highly organized
Relevant Years of State Experience

Responsibilities

Serves as the primary administrative coordinator for budget monitoring, procurement, purchasing, contract documentation, and fiscal data tracking for the DYS Education Office and its five committed education programs.
Maintains accurate fiscal records and works closely with the assigned budget analyst, Education Director, program leadership, accounting staff, procurement staff, vendors, and the CDHS Contract Office to monitor expenditures, spending plans, projects, purchasing activity, and available resources.
Develops and maintains budget projections using historical expenditures, current spending patterns, planned projects, known obligations, and anticipated program needs.
Tracks federal and state budget lines, object codes, commodity codes, encumbrances, invoices, purchasing-card activity, project expenses, and spending deadlines.
Reconciles fiscal records against CORE and other departmental records, researches discrepancies, and coordinates necessary corrections with the appropriate fiscal or accounting authority.
Coordinates procurement requests for the Education Office by reviewing documentation for completeness, confirming that funding has been identified, researching applicable purchasing requirements, and routing requests to the authorized approving authority.
Provides technical assistance to staff regarding purchasing methods, required documentation, allowable expenses, vendor payments, travel reimbursement, and applicable deadlines.
Monitors contracts, purchase orders, invoices, vendor payments, and project deliverables to identify missing documentation, processing delays, incorrect charges, or other compliance concerns.
Serves as the primary point of contact between the Education Office, vendors, contractors, accounting, procurement, and the Contract Office for routine fiscal and contract-administration matters.
Prepares monthly and ad hoc financial reports, projections, spending summaries, and project updates for Education Office leadership.
Identifies emerging spending concerns, explains significant variances, and recommends administrative actions to support short- and long-range planning.
Maintains procurement and fiscal records in accordance with State Fiscal Rules, State Procurement Code, CDHS and DYS procedures, contract requirements, grant or federal funding conditions, record-retention requirements, and guidance from authorized fiscal staff.
Serves as the primary administrative and operational coordinator for the Division of Youth Services (DYS) Education Office, supporting the Education Director and Education Program Directors in the administration of statewide education programs.
Coordinates daily business operations by managing executive calendars, scheduling meetings, preparing agendas and supporting materials, documenting meeting outcomes, monitoring action items, and ensuring timely completion of program initiatives and organizational priorities.
Coordinates administrative processes supporting general education, special education, career and technical education, postsecondary education, and other statewide initiatives.
Researches administrative issues, interprets and applies State and departmental policies and procedures, develops standardized office processes, and recommends operational improvements that enhance efficiency, consistency, and compliance.
Serves as the primary resource for Education Office administrative operations by coordinating technology resources, official functions, professional development activities, office communications, and administrative systems while collaborating with internal and external stakeholders to support program objectives.
Serves as the primary administrative coordinator for confidential human resources processes and workforce data tracking within the DYS Education Office.
Coordinates and monitors personnel actions throughout the employment cycle, including recruitment, hiring, promotion, position changes, performance management, employee separation, and offboarding.
Initiates and tracks Personnel Action Forms (PAFs) and eClearance actions, reviews documentation for completeness and accuracy, monitors approval timelines, and communicates with supervisors, appointing authorities, and Human Resources to address outstanding requirements or discrepancies.
Maintains centralized tracking systems for vacancies, recruitment activity, personnel actions, required licenses, performance management deadlines, position allocations, and other workforce information.
Analyzes data to identify missing documentation, approaching deadlines, processing delays, and inconsistencies across Education Office, Human Resources, and eClearance records.
Prepares status reports for Education Office leadership and recommends follow-up actions to keep personnel processes moving forward.
Coordinates administrative components of recruitment and selection processes by preparing vacancy documentation, tracking posting and referral timelines, coordinating subject-matter expert reviews and interview materials, and providing procedural guidance to hiring managers and panel members.
Ensures recruitment records, scoring materials, and selection documentation are complete, consistent, confidential, and submitted according to applicable requirements.
Any other duties as assigned as needed

Benefits

Strong, secure, yet flexible retirement benefits including a 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
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