ODVSOM Program Assistant

State of Colorado•Denver, CO

8d•Hybrid

About The Position

This position exists to provide administrative support, including responding to requests for assistance from program staff, board members, criminal justice professionals, and members of the general public. Specifically, this position acts as a first line of contact for the ODVSOM and ODVSOM Manager and manages the administrative portion of DCJ’s responsibility regarding implementing the work of the Domestic Violence and Sex Offender Management Boards (DVOMB and SOMB respectively). Activities include projecting and tracking expenditures; coordinating with vendors and EDO staff to initiate and complete the proper processes to achieve the desired goals; screening documents against set requirements and verifying their accuracy and completeness; scheduling business meetings; making transportation, lodging, and meeting room reservations; taking registrations; screening calls; maintaining filing system; preparing documents for and obtaining others’ signatures according to detailed instructions; expense reimbursement forms, billing charges, etc.; placing orders with established vendors, verifying accuracy of shipments; maintaining inventory of office assets and supplies; purchasing and retrieving equipment and supplies; assisting with training day preparations; and preparing minutes; collecting documentation and maintaining master files that include all related documents.

Requirements

Four (4) years of professional experience in administrative support that includes providing executive and/or program support to an individual or a team OR A combination of related education and relevant experience equal to four (4) years.
Must be a Colorado resident at the time of application.
Requires successful completion of a background investigation that includes a polygraph exam, a fingerprint based criminal history search, reference checking and driving history.
Current valid driver's license at time of hire, and must obtain a Colorado-issued driver's license within 30 days of hire.
Ability to operate motor vehicles and to travel throughout the state in a variety of weather conditions.

Nice To Haves

Excellent reasoning and analytical and problem-solving skills.
Superior communication skills.
Collaborative, professional, enthusiastic, positive attitude, able to collaborate, communicate and cooperate with multiple cross-functional partners.
Execute good judgment and acumen in solving problems.
Building strong working relationships and responding to the needs of partners and stakeholders.
Ability to work and successfully navigate in a highly politically charged environment at times; ability to maintain relationships.

Responsibilities

Provides comprehensive program and administrative support to the Committees of the Sex Offender Management Board (SOMB) and Domestic Violence Offender Management Board (DVOMB).
Processes, verifies, and ensures the accuracy and timeliness of meeting materials which can include support to the Application Review Committee regarding reference letters, background checks, and deflag reports for ARC Coordinators.
Helps organize, coordinate, and track meeting information to be posted on the public website.
Provides meeting support by managing meeting recordings and logistics for meetings.
Maintains databases supporting ODVSOM functions, including entering records into the Provider Data Management System (PDMS) and updating applicant/provider files while maintaining strict confidentiality.
Coordinates with ODVSOM Program Managers and staff to ensure the accuracy, timeliness, and public accessibility of information published across unit websites (including DVOMB and SOMB web pages).
Performs routine website edits, uploads and maintains document repositories, and regularly transfers meeting recordings to designated internal and external servers.
Periodically inspects web pages for broken links, errors, or formatting issues, and actively supports unit efforts to maintain state digital accessibility compliance.
Takes and produces accurate, timely meeting minutes for designated Board meetings (specifically DVOMB Board meetings).
Assists with Board meeting preparations and logistical tasks as time permits, keeping within part-time scheduling parameters.
Creates, updates, and publishes administrative forms (using PDFs, Jotforms, or other tools) and custom spreadsheets to streamline office tasks.
Provides general administrative office support, including processing incoming/outgoing mail, maintaining office supply levels, and assisting unit staff with routine IT or equipment ticket requests.

Benefits

Medical and dental options are available for permanent employees and their dependents.
Short and long-term disability coverage
Life insurance that includes legal resources and discounts.
Basic Life and AD&D insurance equal to their annual earnings subject to a minimum benefit of $50,000 and a maximum of $250,000.
State of Colorado's Wellness Program, State of Health, is a no-cost, year-long program that supports an employee’s health and wellness goals.
Participants can earn a $20 per month health insurance premium discount.
Access to discounts, promotions and special programs from hundreds of retailers, restaurants, travel and entertainment venues throughout Colorado and across the country through BenefitHub.
State contribution into a Health Savings Account when enrolled in a High Deductible Health Plan.
Access to medical leave under the Family Medical Leave Act (FMLA) and the State of Colorado Family and Medical Leave Insurance Program (FAMLI).
Eligibility for hybrid or other flexible work arrangements based on the nature of the role.
Excellent retirement benefits including mandatory PERA Defined Benefit Plan or PERA Defined Contribution Plan, plus optional 401K and 457 plans.
Generous time off including 11 paid holidays annually and accrued annual and sick leave and four annual wellness days.
The Employee Assistance Program (C-SEAP) is available in every region of the state.
Tuition reimbursement and reduced college tuition at CSU Global and DeVry University.
Credit Union of Colorado membership eligibility.