Administrative Assistant III - Grand Mesa Youth Services Center

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 ten secure facilities 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 the management and oversight of 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/dys 

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Purpose 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:

This position is intended to provide 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. This 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:

• Provide clerical support requested by the Facility Director, Assistant Directors and other staff members as designated by the Facility Director. 

• Coordinates all aspects of the day-to-day facility administrative activities. 

• Contact for general office concerns, including helping and offering general computer and software support to division staff.

• Perform clerical functions including preparing correspondence, arranging conference/video/webinar calls, and schedules meetings.  

• Prepare statistical reports, handles information requests, prepares invoices, memos, letters and other documents. 

• Develop PowerPoint presentations to present at conferences or meetings representing GMYSC.  

• Receives supply requests from staff and distributes supplies, maintaining supply inventory and submitting requests for additional supplies when needed. 

• Track and distribute outgoing and incoming mail, monitoring for unusual mail.   

• 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.  

• Acts as backup to Unit Time keeping Manager.

• 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. 

• Primary contact for selling meal tickets.  

• Prepare monthly reconciliation of meal tickets to submit to the meal ticket custodian.

• Troubleshoots problems for office equipment (copier machines, computers, phone system, etc.) contacting vendors to submit supply or repair requests as needed.

• Other duties as assigned.

Applicants must meet the minimum qualifications listed below to continue in the selection process for this position.  Work experience must be specifically documented on your application.  Do not use "see resume" or "see attached" statements on your application.

Minimum Qualifications

• Three (3) years of general clerical or administrative service experience.

*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.

• College, university or non-correspondence business school coursework may substitute for experience on a year for year basis for up to two years of the general experience.
   

• Be a minimum of 21 years of age, with no felony convictions or history of domestic violence
• Possess and maintain a valid State of Colorado driver's license 
• May need to travel to attend meetings, run office errands, or transport vehicles to maintenance shop for repair. 
• Pass CBI and FBI background investigations
• Included in the background investigation is a current/previous employer check. Your current and previous employers within the last 10 years must be listed on your application even if the job duties are unrelated to Correctional Youth Security Officer I position. Incomplete employer information (address, phone, supervisor name) or omission of former employers may result in application disqualification.
• 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 (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.

How to Apply

The Assessment Process

For additional recruiting questions, please contact Isaac.Phelps@state.co.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 more

information, go to https://www.colorado.gov/pacific/dhr/student-loan-forgiveness-programs.

Our 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  cdhs_ada@state.co.us or call 1-800-929-0791.

~THE STATE OF COLORADO IS AN EQUAL OPPORTUNITY EMPLOYER~

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