Administrative Assistant III - Grand Mesa Youth Service Center - State of Colorado : Job Details

The primary duties of this position are located within 30 miles of the state border; therefore, this position is exempt from the residency requirements. Applications will be considered from residents and non-residents of Colorado.Please note: This recruitment may be used to fill multiple vacancies.Most State of Colorado employees are eligible for a great benefit package! Please see the Supplemental Information section below for details!About the Division of Youth Services:The Division of Youth Services (DYS) provides a continuum of residential and non-residential services that encompass juvenile detention, assessment, commitment, and parole. DYS is the agency statutorily mandated to provide for the care and supervision of youth committed by the District Court to the custody of the Colorado Department of Human Services. The Division operates 15 secure youth centers that serve youth between the ages of 10 and 21 who are pre-adjudicated, sentenced, or committed. For pre-adjudicated youth, the Division is also responsible for managing and overseeing Colorado Youth Detention Continuum programs (SB 91-94), a State-funded, locally administered program that provides services to youth at risk of further progressing into the juvenile justice system. In addition to residential programming, the Division administers juvenile parole services throughout the State.We invite you to explore the DYS website and learn about the services provided to youth, families, and local communities in the State of Colorado at: www.colorado.gov/cdhs/dysPurpose of the Work Unit:Grand Mesa Youth Service Center provides public safety by maintaining a safe environment for staff and residents. The facility is a secure detention correctional facility serving male and female juveniles. Some of the services provided include behavior intervention, counseling, education, adequate nutrition, and medical. Our responsibility includes all structures internally, externally, and all adjacent state property.Purpose of the Position:The Administrative Assistant provides administrative support to facility management staff to ensure the administrative functions of the facility run efficiently and effectively. This position ensures facility administrative services operate efficiently and operationally. The position coordinates and analyzes data. The position maintains records and evaluates vehicle problems, following through to be sure vehicle maintenance is performed. The position maintains a work order log for work performed in the facility and follows through to be sure work is completed. The position collects information for designing databases and maintaining those databases; computer troubleshooting; collecting and formatting information for facility newsletter; designing and maintaining office record systems; schedules and maintains calendar for the video conference room. This position is also the facility receptionist.Job Duties:Administrative SupportPerforms clerical functions including preparing correspondence, arranging conference/video/webinar calls, and schedules meetings. Prepares statistical reports, handles information requests, prepares invoices, memos, letters and other documents. This position develops PowerPoint presentations to present at conferences or meetings representing GMYSC. Prepares spreadsheets, databases, and presentations. Provides clerical support requested by the Facility Director, Assistant Directors and other staff members as designated by the Facility Director. Position functions as computer liaison with GMYSC staff to offer support and help with software issues. Contact for general office concerns. Receives supply requests from staff and distributes supplies, maintaining supply inventory and submitting requests for additional supplies when needed. Tracks and distributes outgoing and incoming mail, monitoring for unusual mail. As receptionist this position greets visitors. Logs and mails bonds received, determining that all required information is on bond and following through with Control staff to correct any errors. Creates and maintains confidential employee time-keeping files, as well as maintaining other filing systems. Coordinates all aspects of the day-to-day facility administrative activities. Manages scheduling for, and maintains, multiple facility calendars. Primary contact for background checks for volunteers and contractors. Responsible for new staff badges and replacement staff badges. The position gives instructions on the background process to those who need to complete the background process before being allowed to meet with youth. Primary contact for selling meal tickets. Prepare monthly reconciliation of meal tickets to submit to the meal ticket custodianFacility and Vehicle Maintenance ManagementTroubleshoots problems for office equipment (copier machines, computers, phone system, etc.) contacting vendors to submit supply or repair requests. Primary contact for submitting work orders for the facility. Submit and log work orders to Facilities Management, then track for timeliness and accurate completion of the job. Maintain facility vehicles. Look up monthly vehicle mileage and submit to the Division database, Cars. Make sure vehicles are clean and have necessary equipment in them. Maintain log, request routine maintenance and manage emergency repairs to vehicles. Arrange to get vehicles to the servicer and determine that work was completed. Make decisions on what to purchase when the purchaser is unavailable.Facility Newsletter and Bulletin Board CommunicationsGenerates monthly facility newsletter by gathering information from facility administration, supervisors, EAC committee and other sources, to write, design, and publish the newsletter. Creates, designs, and updates bulletin boards throughout the facility monthly.Other Duties as AssignedOther duties as assignedImportant 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. Experience is calculated on a full-time equivalency basis, therefore, it is important to accurately notate the hours you averaged per experience section entry. Volunteer work or related type of experience may be used to meet the qualifications, but 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. Part-time experience will be pro-rated. *Please note: RESUMES will not be accepted in lieu of a complete application. Applications with no work history will be failed for being incomplete.Minimum QualificationsExperience Only:Three (3) years of relevant experience performing administrative like job duties such as: data entry, email and phone correspondence, confidential records management, updating information in complex databases, and other similar sorts of job duties.OREducation and Experience:A combination of related education and/or relevant experience performing administrative like job duties such as: data entry, email and phone correspondence, confidential records management, updating information in complex databases, and other similar sorts of job duties equal to three (3) yearsPlease Note: As part of the Comparative analysis process, candidates who meet the minimum qualifications may be required to take and pass on online skills assessment test. Notifications, as well as instructions will be sent via email, so applicants are encouraged to continually check for emails.Conditions of Employment:* Be a minimum of 21 years of age, with no felony convictions or history of domestic violence.* Possess and maintain a valid U.S. driver's license.* May need to travel to attend meetings, run office errands, or transport vehicles to maintenance shop for repair.* Pass C.R.S. 27-90-111 background check investigations.* Former State employees who were disciplinarily terminated or resigned in lieu of termination must disclose the information on the application and explain why the prior termination or resignation should not disqualify the applicant from the current position. Absent extraordinary circumstances, prior disciplinary termination, or resignation in lieu of termination will disqualify the applicant from future State employment with CDHS.* Continued employment is contingent upon successful completion of the DYS Pre-service Training Academy, Central Region Office On The Job Training Program, and mandatory training in all subject areas.* The Diana Screen, a sexual risk screening tool, is administered to all applicants to the Division of Youth Services (DYS) seeking positions of trust with children and teens to help ensure that ethical boundaries between children and adults are maintained. At the DYS, the safety and protection of the youth who have been entrusted to us is our #1 priority. The results of the Diana Screen will be provided to the Division of Youth Services and may be used as part of the Division's decision on whether the candidate is selectedAppeal 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 ([email protected]), postmarked in US Mail or hand delivered (1525 Sherman Street, 4th Floor, Denver CO 80203), or faxed (303.###.####) 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) ###-####; 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.How to ApplyToll Free Applicant Technical SupportThe Assessment ProcessFor additional recruiting questions, please contact [email protected] Note: As part of the Comparative analysis process, candidates who meet the minimum qualifications will be required to take and pass on online skills assessment test. Notifications, as well as instructions will be sent via email, so applicants are encouraged to continually check for emails.About Us:If your goal is to build a career that makes a difference, consider joining the dedicated people of the Colorado Department of Human Services (CDHS). Our professionals strive to design and deliver high quality human and health services that improve the safety, independence, and well-being of the people of Colorado. In addition to a great location and rewarding and meaningful work, we offer:* Strong, secure, yet flexible retirement benefits including a PERA Defined Benefit Plan or PERA Defined Contribution Plan www.copera.org 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* BenefitHub state employee discount program* 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. For moreinformation, go to Values:We believe in a people-first approach: To serve the people of Colorado, we develop a culture and work environment that creates an energized, inspired, and healthy team capable of giving their best to Coloradans.Balance creates quality of life: We want our team to be resilient through a supportive workplace that values flexibility, health and wellness, and employee engagement.We hold ourselves accountable: We take responsibility through our actions, programs, and results for the state of health and human services in Colorado.Transparency matters: We are open and honest with employees, our partners, the Coloradans we serve, and the public.We are ethical: We abide by what is best for those we serve by doing what is right, not what is easy.Collaboration helps us rise together: We work together with all partners, employees, and clients to achieve the best outcomes for Coloradans.We are committed to increasing the diversity of our staff and providing culturally responsive programs and services. Therefore, we encourage responses from people of diverse backgrounds and abilities.ADAA Accommodations: CDHS is committed to the full inclusion of all qualified individuals. As part of this commitment, our agency will assist individuals who have a disability with any reasonable accommodation requests related to employment, including completing the application process, interviewing, completing any pre-employment testing, participating in the employee selection process, and/or to perform essential job functions where the requested accommodation does not impose an undue hardship. If you have a disability and require reasonable accommodation to ensure you have a positive experience applying or interviewing for this position, please direct your inquiries to our ADAA Coordinator, Nancy Schmelzer, at [email protected] or call 1-800-###-####.~THE STATE OF COLORADO IS AN EQUAL OPPORTUNITY EMPLOYER~