MINDSOURCE Program Assistant.

Department Information

This is a Hybrid position.

Please note: These working arrangements are subject to change.

The MINDSOURCE Brain Injury Network manages (MINDSOURCE) administers the Colorado Brain Injury Trust Fund, which provides services to Colorado citizens with brain injuries and technical assistance and support to both private and public agencies regarding brain injury. MINDSOURCE manages the Colorado Advisory Council on Brain Injury, which facilitates the development and implementation of the Colorado State Plan on Brain Injury as a part of MINDSOURCE’s federal grant activities. MINDSOURCE is responsible for providing training and technical assistance to other Divisions, Departments, and programs across State government. MINDSOURCE also manages Federal, State, and foundation grants to develop new initiatives to support individuals with brain injury and works with entities to ensure policies are in place across state agencies / programs to increase access to supports and services to people with brain injury.

Description Of Job

This position will exist to execute the day to day operations of MINDSOURCE Brain Injury Network (MINDSOURCE). This position will be responsible for various administrative tasks to support program functions. Administrative tasks of this position include the following duties: scheduling meetings; responding to the general email inbox; maintaining the MINDSOURCE calendar; website maintenance; taking meeting notes; distributing meeting materials; . In addition, this position will be responsible for providing administrative support for grant and contract management and administrative support to the project manager in execution of the Colorado State Plan on Brain Injury.

Program Support

• Assists the unit with duties to include: responding to general program email and phone calls, maintaining an electronic filing system for program functions, monitoring documents in the clearance and e-Clearance processes, schedule meetings, format and edit program documents, and fulfill general copying, faxing, and mailing requests by program staff.
• Manages operational aspects of the Advisory Council and Trust Fund Board including: maintaining program and public meeting calendars, obtaining official function approvals, sending agendas, managing all aspects of meeting technology platforms, writing and distributing meeting minutes, assisting work groups with meeting logistics, submitting board packets to Boards and Commissions liaison within CDHS Legislative Affairs and Communications as required.
• Prepares Official Functions, schedules facilities, and selects menus and caterers as required by Program Staff.
• Monitors deadlines and assures timely submission of grant reports by program staff.
• Assists the Program with special projects, including arranging meetings, developing agendas and meeting materials, writing and distributing minutes.
• Maintains filing systems and tracking spreadsheets for various functions and projects, as directed by the Director, Project Manager, and Contracts Manager.
• Prepares and coordinates travel requests for project staff with the Accounting department and/or Executive Director’s office, sets up transportation and lodging arrangements for program staff as well as Board members and others as instructed by Program Staff.
• Manages external communications, including content, non-professional design, and updates for the MINDSOURCE website, newsletter, social media and press releases.
• This position serves as the program’s subject matter expert on CDHS travel policies and procedures and is responsible for the unit’s compliance with those policies and procedures.
• Assists in updating project management tools (i.e. SmartSheets) and displaying data on the website dashboard.
• Assists with special projects by scheduling meetings, creating polls and surveys, and general logistical tasks.
• Maintain all program records and destroy upon completion of storage period as defined in CDHS policy.
  
  

Budget and Finance Support

• Assists the Grants and Contracts Manager with preparation of Contract and Purchase Order supporting documents, invoicing, and filing contracts and related paperwork.
• Maintains tracking of Trust Fund income by checking mail and logging accounts received.
• Monitors billing cycles for program contracts and purchase orders; ensures invoices are in alignment with Contract and Purchase Order budgets; reviews invoice back-up documentation and provides findings and feedback to the Grants and Contracts Manager; generates receiving reports based on invoices and billing statements; and facilitates purchased services through outside vendors in accordance with CDHS polices and procurement rules.
• Prepares, maintains, and monitors records of fiscal transactions, purchase card orders, billing, and invoices to comply with standard operating procedures and assure fiscal integrity.
• This position is responsible for both State issued and Purchasing Card (pcard) and Event Card and is required to make purchases on behalf of the program. In addition, this position has the responsibility to maintain the records related to credit card transactions and documentation related to the purchase and to ensure the purchase is coded to the appropriate fiscal account.
  
  

Office Support & HR Liaison

• Follows administrative and office procedures to ensure efficiency and effectiveness of the Program.
• Recommends changes to administrative and office procedures and presents them to the Director for review.
• Assists with the identification of office equipment, space and supply needs, and fulfill those needs within budgetary and procurement requirements, ensuring compliance with ADA, and maintaining related records.
• Coordinates with telecommunications, OIT, Facilities and/or vendors to set up and maintain employee work space and hardware/software needs.
  
  

Minimum Qualifications, Substitutions, Conditions Of Employment & Appeal Rights

This is currently a hybrid position. This position w ill need to report to 1575 Sherman on Wednesdays / Thursdays for in-office schedule

Residency Requirement

Choose one of the following options for your job announcement and remove the others:

OPTION 1) This posting is only open to residents of the State of Colorado at the time of submitting your application.

Class Code & Classification Description

H4R1XX PROGRAM ASSISTANT I

Minimum Qualifications

Experience Only:

Four (4) years of relevant experience in an occupation related to the work assigned to this position

OR

Education And Experience

A combination of a bachelors degree in related education and/or relevant experience in an occupation related to the work assigned equal to four (4) years

Preferred Qualifications

• Experience working in GSuite software.
• Experience in customer service.
• Experience creating processes and systems.
  
  

Appeal Rights

An applicant who has been removed from an employment list or removed from consideration during the selection process may request a review by the State Personnel Director.

As an applicant directly affected by the results of the selection or comparative analysis process, you may file a written appeal with the State Personnel Director.

Review of the completed, signed and submitted appeal will be timely on the basis of written material submitted by you, using the official appeal form signed by you or your representative. This form must be completed and delivered to the State Personnel Board by email at dpa_state.personnelboard@state.co.us within ten (10) calendar days from your receipt of notice or acknowledgement of the Department’s action.

For further information on the Board Rules, you can 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/board-rules .

Supplemental Information

How To Apply

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The Assessment Process

For additional recruiting questions, please contact [recruiter’s email]

Sign-On Incentive

Upon approval, a sign-on incentive based on position, ranging from $2,000 to $7,000 (prorated if a part-time position), will be given in three payments: within two pay cycles of when the new employee starts at CDHS, 180-day anniversary and 270-day anniversary with CDHS. These incentives will be available to the first 1,000 new employees in select high-need positions.

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 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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