Program Assistant I- Campus at Lookout Mountain

This Program Assistant I (PA) exists to provide high-level technical office management for the Education Work Unit and acts as a school registrar. The PA provides support services, organization, and execution of delegated duties and support for the educational team. Additionally, this position is responsible for the obtaining, maintenance and legal documentation of educational records in TRAILS and/or the student information system used by DYS Education, This position runs yearly, quarterly, and monthly reports for Quality assurance monitoring, course and credits, graduation plans, and Special Education communications and timelines which are legal documentation. The PA must develop and manage accurate student files, request and supply accurate transcripts, and attend to timekeeping and hiring processes and is also responsible for updating and maintaining the school roster using Microsoft Excel and Access while serving as a site expert on the student information system implemented state-wide. This position determines the best reports to track educational outcomes and can be assigned the duties as site-based librarian and participates in all required trainings.

• Collaboratively develops, organizes, implements, trains, and maintains systems and administrative work procedures for the educational department. 

• Makes decisions that affect education department operations including management of administrative functions related to educational services. Implement and maintain a detailed communication line between principal and central office to ensure effective and efficient communication with Principal, central office as well as staff on the campus

• Creates and manages various data, program and student information and correspondence tracking systems for the educational department. 

• Design, create and maintain filing and reporting systems for official DYS documentation. 

• Implements and maintains computer spreadsheet (Excel), google docs and google sheets as directed, and database (Access) forms to compile and report pertinent information, to include commitment statistical information involving the educational department and HR processes. 

• Uses online and external systems for federal reporting and for maintaining accurate records and information for all human resources information as well as education outcomes

• Primary contact with the public, staff and educational agencies as the first person to respond to inquiries regarding education process and determines to whom the inquiry should go

• Inputs educational information into the Trails database, SIS, and required data management sources to include the Civil Right Data Collection spreadsheets and Title 1 Federal Grant time and effort management with at least a 95% accuracy. 

• Creates monitoring spreadsheets and uses shared databases for all federal and educational processes identified in QAYS standards or as required for Title 1 or the Office of Civil Rights. Prepare education reports, collect and organize data for facility, state reporting, and federal reporting

• Assure monthly and quarterly monitoring systems are in place and updated and student files and gradebooks and attendance are updated as expected

• Complete student transcripts and respond to the request thereof within specified timelines; make decisions to align courses with graduation plans and monitor and know credit needs, conversions, and courses in DYS. Update graduation plans, prepare daily schedules, manage student records, and train other education staff. Know and follow the QAYS standards for education

• Analyze and validate accuracy of data received for computer input into DYS system; must review all teacher data which includes attendance to assure accuracy

•  Responsible for proper handling of confidential client information in accordance with the regulations prescribed by the Health Insurance Portability and Accountability Act (HIPAA) and for Federal Education Rights (FERPA); align all practices to mandates from Colorado Department of Education as well as the Division of Youth Services

• Completes all DYS training requirements while meeting deadlines; this may require travel.

• Assure calendar collaboration across the facility and education team, documenting and assuring that required meeting timelines are met

• Collaborating in planning the educational budget for the site, including estimating costs based on previous year expenditures, including computer equipment, educational materials, furniture and office supplies with approval from the principal. 

• Preparing reports of expenditures and designing and maintaining a comprehensive and fluid ordering system

•  Purchases material as needed and provides monthly reporting to DYS Education Central Office

• maintaining a purchase card and complying with all audits and tracking mechanisms including keeping detailed quarterly and annual records of computers, student use Chromebooks, and other inventory appropriate items; this list must be shared

Information System and Training Liaison/ YCTO:

• “super” user for Colorado Trails and education’s student information system (SIS). 
• Trains and assists educational pesonnel in use of computer, internet, and data systems specific to Trails, SIS, and other mandated systems to include the online credit recovery system.
• Trains education unit and teachers in areas that are related to procedures that affect the program assistant responsibilities of operations including attendance, roster formatting, grades, final grades and progress reports which are to be sent out
•  Complete Quality Assurance checks on Trails and SIS at least monthly and for all student records that are released from the facility
• Work with district liaisons to assure transcript accuracy
• Attend all necessary trainings to provide training; determine what training is relevant to each position within education
• Give user rights to client managers, behavioral health, and small groups working with each individual.
• Training on systems and processes requires travel. Make sure YCTO and onboarding completed for all new employees in the work unit. 

Human Resources Liasion:

• Manages confidential personnel processes, reports progress of all HR actions, and serves as the education unit timekeeper. Responsibilities include 
• Process personnel actions, coordinate with HR on pay and benefits issues, maintaining personnel files, tracking performance management milestones, and assisting with and monitoring all hiring processes and offboarding
• As timekeeper, the position ensures accuracy of KRONOS entries, interprets state leave policies, and resolves payroll discrepancies while maintaining confidentiality and providing guidance to staff and supervisors. Monitors HR action items in E-Clearance items and all hiring processes
• Monitors hiring and vacancy data for each site and timelines related to HR
• Assures onboarding and access for new personnel is complete along with Academy and required training

• Responsible to perform assigned tasks and duties within the scope of practice for this position that do not fall within the realm of  above duty statements

• Highly organized and able to manage multiple projects

• Evidence of working in an office or school environment. 

• Proficient use of google suite

• Experience with Microsoft Office suite 

• Proficient in Excel

• Team work and collaboration

• Interpersonal Skills

• Experience with difficult situations and people 

• Data entry experience 

• Full background and reference checks required
  • 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. 
  • 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 selected.

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. 

• Preferred Qualifications & Competencies:

  • Relevant years of state service experience.

A Human Resources Analyst will review the work experience/job duties sections of the online job application to determine whether your experience meets the minimum qualifications for the position.  You must complete the official State of Colorado online application.  Cover letters and resumes WILL NOT be reviewed during the minimum qualifications screening process. You must specifically document your work experience and qualifications in the application form. Do not use "see resume" or "see attached."

After minimum qualification screening, the comparative analysis process will involve reviewing and rating of all the information you submit. The comparative analysis step may also include your results from standardized testing. 

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. Provide at least 4-8 sentences for each supplemental question.     

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).

You may file an appeal with the State Personnel Board or request a review by the State Personnel Director if your application is eliminated.  You will find the appeals process, the official appeal form, and how to deliver it on the State Personnel Board website.

• You or your representative must sign and submit the official appeal form for review.  

• You can find the official appeal form here. 

• You must be deliver the official appeal form to the State Personnel Board:

  • By email ([email protected]), or

  • Postmarked in US Mail to(1525 Sherman Street, 4th Floor, Denver CO 80203, 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.

Contact the State Personnel Board for assistance:

• At (303) 866-3300, or

•  Refer to the  Colorado Code of Regulations (CCR) 801-1, State Personnel Board Rules and Personnel Director's Administrative Procedures, Chapter 8, Resolution of Appeals and Disputes, within the Rules webpage.

• The Assessment Process

If your goal is to build a career that makes a difference, join 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. Each of us is committed to contributing to a safe and accessible CDHS. 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 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

• Remote work arrangements for eligible positions

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

• We believe in a people-first approach: We prioritize the needs, well-being, and dignity of the individuals, families and communities we serve. We commit to respect, fairness and access in every decision, policy and interaction. We engage client voices and experiences in the development and implementation of the services we provide.

• 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.

CDHS is committed to a Colorado for 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. 

This includes completing the application process, interviewing, completing any pre-employment testing, participating in the employee selection process, and/or performing 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 [email protected].

The State of Colorado is an equal opportunity employer

We are committed to increasing a “Colorado for ALL" of our staff and providing culturally responsive programs and services. Therefore, we encourage responses from people of all backgrounds and abilities.  The State of Colorado believes that a “Colorado for ALL” drives our success, and we encourage candidates from all identities, backgrounds, and abilities to apply. The State of Colorado is an equal opportunity employer committed to building inclusive, innovative work environments with employees who reflect our communities and enthusiastically serve them. Therefore, in all aspects of the employment process, we provide employment opportunities to all qualified applicants without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity or expression, pregnancy, medical condition related to pregnancy, creed, ancestry, national origin, marital status, genetic information, or military status (with preference given to military veterans), or any other protected status in accordance with applicable law.

Toll Free Applicant Technical Support

If you experience technical difficulty with the NEOGOV system (e.g. uploading or attaching documents to your online application) call NEOGOV technical support at 855-524-5627 Mon-Fri between 6 am and 6 pm (Pacific Time).  Helpful hints: if you are having difficulty uploading or attaching documents to your application 1) ensure your documents are PDF or Microsoft Word files and 2) close the document before you attempt to upload (attach) it.