Program Assistant II - BHA

State of Colorado•Denver, CO

10d•Onsite

About The Position

The Behavioral Health Administration (BHA) is responsible for policy development, service provision and coordination, program monitoring and evaluation, and administrative oversight for the public behavioral health system. BHA funds, supports, and monitors numerous mental health and substance abuse community programs and providers, and reviews and designates the State’s 27-65 providers and licenses substance use disorder service providers. BHA executes the State’s federal responsibilities as the State Mental Health Authority and the State Substance Abuse Authority for the purposes of administering federal mental health and substance abuse block grant funds. The purpose of the Program Assistant II position is to serve as the primary operational and administrative lead, providing comprehensive support to the Behavioral Health Administration (BHA) executive leader and their units. This role is responsible for managing confidential information, ensuring the executive leader is organized and on schedule, coordinating meetings and travel, and serving as the first point of contact for all key stakeholders, including citizens and legislators. Furthermore, the position oversees general office procedures, acts as a liaison to other departmental offices (OIT, HR, Payroll), manages inter-office relations, develops timelines and tracks projects, and handles all budget and expense coordination, including P-card purchases and invoice processing. The incumbent functions with a high degree of independence, analyzing complicated data and designing operational workflows to manage the executive's strategic priorities.

Requirements

Five (5) years of high level experience supporting directors or executives in an administrative assistant , executive assistant, or similar support roles.
Experience to include helping to manage projects, implementing office work processes, managing schedules, analyzing program/data information, developing guidelines and/or templates, creating and/or updating work processes.
A combination of education in Business Administration, Business Management, Administration, or related field and/or experience in high level experience supporting directors or executives in an administrative assistant, executive assistant, or similar support roles.
Experience to include helping to manage projects, implementing work processes, managing schedules, analyzing program/data information, developing guidelines and/or templates, creating and/or updating work processes equal to five (5) years.
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.
May travel
There may be times this position is required to travel to a nearby location to secure department needs such as items.
2-step TB (tuberculosis) screening is required of all new employees upon hires.
Annual influenza vaccination and o ther vaccinations as required by the State of Colorado.
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.
Absent extraordinary circumstances, prior disciplinary termination or resignation in lieu of termination and failure to provide this information will disqualify the applicant from future State employment with CDHS.
Employment history is calculated on a full-time basis (40/hrs per week). Part-time employment is calculated on a prorated basis to determine qualifications.
Be sure your application specifically addresses your qualifications, experience, work products, and accomplishments as related to the position and minimum requirements.
You must complete the official State of Colorado online application.
You must specifically document your work experience and qualifications in the application form . Do not use "see resume" or "see attached."
You must meet the minimum qualifications to continue in the selection process.
Part-time work experience will be prorated.
Document your work experience/job duties to the extent to which you possess the skills, education, experience, minimum qualifications, and preferred qualifications.
If listed, answer all supplemental questions as your answers to these questions will be evaluated during this phase.
Answer the supplemental questions completely and thoughtfully. We will rate your answers based on the content of your response and your writing skills (spelling, grammar, and clarity of your writing).

Nice To Haves

Experience in healthcare, behavioral health, or social services administrative support.
Experience with Google Workspace, Microsoft office, spreadsheets, and electronic health records strongly preferred.
Excellent customer service skills
Excellent reading and writing skills
Excellent analytical and problem solving skills
Relevant years of state service experience.

Responsibilities

Managing confidential and privileged information that impacts employees and business objectives.
Entering confidential employee salary information into PAFs in eClearance
Assuring the executive leader is organized, prepared, meeting timelines, and staying on schedule
Serve as the BHA Executives' first point of contact for citizens, legislators, the Governor's office, federal, state, and county elected officials, and other stakeholders speaking on behalf of the executive on administrative functions and workflows.
Informs the BHA Executive of potential problems internally or externally; provides the BHA Executive with updates and recommendations for successful resolution.
Assuring the staff or leaders aiding the BHA executive are assigned, prepared, and coordinated with the priorities and needs of the BHA Executive.
Makes appropriate travel arrangements in support of the BHA Executive and their units
Coordinate meetings, prepare agendas, briefings, or support materials for BHA Executive meetings, presentations, and speaking engagements
Manage inter-office relations of the BHA executive by serving as the BHA's first point of contact for BHA employees, citizens, legislators, the Governor's office, federal, state, and county elected officials, and other stakeholders.
Provide appointing authorities and leadership team/program support to BHA employees and teams.
Has the authority to research, resolve, or assign for resolution any issues or complaints received.
Develops deliverable timelines and schedules for office-wide initiatives for their executive leader and units
Tracks and monitors all work for their executive and covered units, driving and managing timelines and deliverables
Travel and expense coordination; completing P-card purchases and ensuring account coding; tracking contract expenditures, completing purchase requisitions, and receiving reports per business needs; updating CORE and USBank information accurately and timely; ensuring accurate and timely processing of invoices
This position serves as the primary operational support for the client support group, responsible for establishing and organizing the work processes necessary to deliver program services.
The incumbent functions with a high degree of independence, exercising authority to make decisions within the limits of program objectives and technical guidelines without prior approval.
Beyond clerical support, this role involves analyzing complex data to individualize program operations, responding to technical inquiries, and designing specific operational workflows to complete high-level assignments and manage executives' strategic priorities.
Office management - document management, supplies, furniture, etc.
Attend or prepare internal/external meetings as needed or assigned
Special project work

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
Some positions may qualify for the Public Service Loan Forgiveness Program .