Summary
Description
About this Unit:
The Division of Economic and Workforce Support (DEWS) is responsible for ongoing implementation of an array of Adult Financial Assistance Programs (Old Age Pension, State Burial Assistance, Aid to the Needy Disabled, Home Care Allowance, and Colorado Supplement), the Colorado Works Program, Employment First and other workforce development services. Adult Financial Assistance programs provide a safety net for elderly and disabled indigent adults. Colorado Works is the State's Temporary Assistance for Needy Families (TANF) Program; it is designed to assist participants to terminate their dependence on government benefits by promoting job preparation, work, and marriage and to develop strategies and policies that focus on ensuring that participants are in work activities as soon as possible. The Colorado Works program, in its design, also promotes investment into capacity building and prevention work to strengthen families, provides for positive youth development and healthy relationships. The Supplemental Nutrition Assistance Program (SNAP, formerly known as food stamps) provides federal resources to states for the implementation of employment and training programs that help SNAP recipients gain or improve in employment, in order to reduce dependency on SNAP, known as the SNAP E&T program.
The programs operate in all counties in Colorado and are administered locally by the county departments of human/social services. The Division supervises county departments of human/social services in the administration of these programs and is responsible for assuring that all counties comply with the terms of their county policies and all federal and State statutes and regulations. Division staff write state-level policies and rules; train county staff on policies, procedures, and effective case management skills; provide technical assistance to counties on automated systems issues; work with the General Assembly on legislative and fiscal initiatives affecting programs operation; report to the federal government federal programs; monitor county performance; and allocate funds to the counties for their use in implementing the program. The Division is the primary link between the county departments of human/social services and the federal government on issues regarding welfare reform and disabled individuals receiving Supplemental Security Income (SSI). The Division also works closely with other Divisions and Offices within the Department, other State agencies, the General Assembly, the Governor's Office, and client advocacy organizations in the implementation of welfare reform.
Description of Job
* Hybrid Position with a minimum of 2 required in-office days @ 1575 Sherman St. *
The position provides professional administrative and logistical support to Division staff and projects. The position accomplishes this by applying knowledge of and/or interpreting basic principles, rules, procedures, or other federal, state, department, and division guidelines. The position determines and evaluates processes and support necessary to maintain essential functions of the Division’s strategic plan and associated goals/objectives. The position uses judgment and resourcefulness to solve problems in a variety of situations. The position is charged with setting priorities and tracking systems to complete ongoing and one-time tasks. This position provides general support responsibilities, which include:
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Coordinating phone and computer resources
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Coordinating and supporting software, hardware, and OIT requests and purchasing
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Managing Division office supplies and making routine and one-time purchases
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Coordinating in- and out-of-state travel
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Division timekeeping
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Division client walk-in support
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Implementing special projects
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Administrative support of on-site and off-site events and meetings
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Maintaining a system for managing hardcopy and electronic documents
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Initiating personnel actions
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Routing documents through clearance
This position must provide excellent customer service to both internal and external customers while resolving problems, answering questions, providing information, and advising others on CDHS administration matters. The position must use a variety of electronic systems, including e-Clearance, CORE, KRONOS, TEMS/Verizon, HP, US Bank, Neo-Gov, Cornerstone, and others.
Primary Job Duties:
- Division Support
- Travel and Event Support
- Communications
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Division Unit Time Manager (UTM)
- Other Duties as Assigned
Minimum Qualifications, Substitutios, Conditions of Employment & Appeal Rights
Important Note: Please review your application to ensure completion. For the most equitable applicant experience, CDHS' hiring teams consider only the contents of your application to determine meeting minimum qualifications and for the comparative analysis process. 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 they relate to the position and minimum requirements.. Volunteer work or a related type of experience may be used to meet the qualifications, but it must be clearly documented. It is paramount that in the experience portion of the application, the applicant describes the extent to which they possess the education, experience, competencies, and background as they relate to the duties outlined in the job announcement. This experience must be clearly documented on your application, and the supplemental questions must be answered. Answers such as "N/A," "In Cover Letter," or "See Resume" will not be accepted.
Experience Only:
Five (5) years of relevant experience in office management including data management and analysis, administrative support, timekeeping, inventory management, and customer service.
OR
Education and Experience:
A combination of related education and/or relevant experience in office management including data management and analysis, administrative support, timekeeping, inventory management, and customer service. equal to five (5) years
Preferred Qualification:
- Highly proficient in Microsoft applications (Word, Excel, PowerPoint) and Google applications (Mail, Drive, Docs, Sheets, etc.)
- Excellent oral and written communication skills, including grammar, spelling, and editing skills and experience developing professional correspondence
- Superior organization, customer service, and interpersonal skills
- Ability to independently synthesize and organize data into a logical, impactful, presentable format
- Compulsive attention to detail, accuracy, and recordkeeping practices.
- Strong critical thinking and analytical skills with the ability and flexibility to learn new systems, processes, and policies/regulations/protocols
- Experience leading other administrative staff
- Demonstrated ability to prioritize, multitask, and meet deadlines with minimal direction and on behalf of leadership
- Relevant years of State service should be considered as a preferred qualification to be used to determine the top candidates on the referral list. (Partnership agreement 10.1.)
Conditions of Employment:
- Occasional travel throughout the State and National Conferences/Meetings. As needed for offsite events.
- Standard background check and reference check required
- Former State employees who were disciplinarily terminated or resigned in lieu of termination must (1) disclose that information on the application (2) provide an explanation why the prior termination or resignation should not disqualify the applicant from the current position, (3) provide the employee number from the applicant’s 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.
Appeal Rights:
If you receive notice that you have been eliminated from consideration for this position, you may file an appeal with the State Personnel Board or request a review by the State Personnel Director. An appeal or review must be submitted on the official appeal form, signed by you or your representative. This form must be delivered to the State Personnel Board by email (dpa_state.personnelboard@state.co.us), postmarked in US Mail or hand delivered (1525 Sherman Street, 4th Floor, Denver CO 80203), or faxed (303.866.5038) within ten (10) calendar days from your receipt of notice or acknowledgement of the department’s action. For more information about the appeals process, the official appeal form, and how to deliver it to the State Personnel Board; go to spb.colorado.gov; contact the State Personnel Board for assistance at (303) 866-3300; or refer to 4 Colorado Code of Regulations (CCR) 801-1, State Personnel Board Rules and Personnel Director's Administrative Procedures, Chapter 8, Resolution of Appeals and Disputes, at spb.colorado.gov under Rules.
