Program Assistant II

Program Assistant II

Salary : $58,872.00 - $94,188.00 Annually

Location : Denver Metro, CO

Job Type : Full Time

Job Number : IHA 07138

Opening Date : 12 / 22 / 2025

Closing Date : 1 / 5 / 2026 11 : 59 PM Mountain

This position is open only to Colorado state residents.

Primary Physical Work Address : 4126 S Knox Court Denver, CO 80236

FLSA Status : Exempt; position is not eligible for overtime compensation.

Department Contact Information : cindy.kong@state.co.us

How To Apply : Please submit an online application for this position at

https : / / www.governmentjobs.com / careers / colorado.

This position has hybrid work arrangements, employees are expected to report to the office at least 2 days a week. These arrangements are subject to change.

About This Unit : The Quality Assurance Youth Services (QAYS) Unit ensures secure, State-operated and private residential contract programs service juveniles in the custody of the Division of Youth Services (DYS) are in compliance with DYS policies, procedures and standards.

Description of Job

This Program Assistant provides high-level administrative and technical support which involves assisting the division director, QAYS supervisor and other division professionals by applying knowledge of and / or interpreting basic principles, rules, regulations, policies, precedents, other guidelines and objectives specific to a program or professional subject area to resolve problems, answer questions and provide information, and / or advise others on technical program issues or matters for the Colorado Department of Human Services.

This includes planning and organizing various meetings for staff, compiling data in various applications, and preparing management reports that assist the division director in measuring performance and customer satisfaction. The position is responsible for identifying office problems, providing support to QAYS team members as needed and assisting with the execution of day to day activities, time keeping, vehicle maintenance, motor pool requests, managing technology equipment, and travel planning within this work unit.

This position provides support to all work units reporting to the Director, to include customer service issues, technical support, and improving relations with state employees. This position provides high-level administrative and technical support to the Quality Assurance Youth Services supervisor and subordinate staff assigned to the Quality Assurance Youth Services Unit.

This position is split with 80% of the duties utilized for the Quality Assurance Youth Services and 20% of the duties utilized for the Health Facilities Quality Assurance Unit (HFQA). This position serves as the office point of contact. The position also provides support to the Director of the Division of Quality Assurance, Quality Assurance Youth Services, and Health Facilities Quality Assurance by assisting with the processing of travel reimbursements, supply ordering, personnel action forms and other items as needed.

Support to the Director of the Division of Quality Assurance, Quality Assurance Youth Services, and Health Facilities Quality Assurance Teams

Supports the Quality Assurance Youth Services supervisor in the execution of duties to manage Quality Assurance Youth Services.

Supports the Division of Quality Assurance and Standards Compliance Director in the execution of duties to manage the oversight of Health Facilities Quality Assurance Unit operations.

Tracks and prioritizes all correspondence to and from Quality Assurance Youth Services.

Develops and implements tracking systems for incoming and outgoing correspondence for Quality Assurance Youth Services.

Develops and implements office procedures. Modifies the office procedures as necessary.

Conducts research and compiles information related to projects for the Quality Assurance Youth Services Supervisor and Health Facilities Quality Assurance teams. Identifies options for implementation.

Designs and implements special projects as assigned by the Quality Assurance Youth Services Supervisor and Health Facilities Quality Assurance teams.

Organizes and produces meeting minutes for all Division meetings and work groups.

Acts as the liaison with other agencies and utilizes information and knowledge to resolve situations. This position is expected to cultivate professional relationships to optimize communication and efficiency.

Prepares DYS Facility and DYS Regional Compliance Review reports and distributes them to necessary stakeholders.

Manages and tracks all incoming DYS compliance review communication and identifies missing information and communicates with DYS facilities and DYS regional offices.

Office Management for the Division of Quality Assurance (QAYS & HFQA)

Develops and maintains filing systems and tracking spreadsheets as needed for various Quality Assurance Youth Services functions, such as travel tracking, vehicle usage, etc.

Prepares compliance review paperwork necessary for off-site reviews prior to Quality Assurance Youth Services departure, such as ensuring paper copies of required documents (juvenile surveys, compliance review schedules etc) are available as needed.

Serves as the Quality Assurance Youth Services and Health Facilities Quality Assurance Unit's first point of contact for internal and external customers, including other program managers and staff, citizens, other State Agencies, County Departments, and other community stakeholders.

Provides technical assistance and responds to questions and requests for information for Quality Assurance Youth Services program areas, answers internal and external stakeholder questions and routes more specific requests to appropriate program staff or Director within Quality Assurance Youth Services.

Informs the Quality Assurance Youth Services supervisor, Division Director or Health Facilities Quality Assurance team of potential problems either internally or externally and recommends solutions.

Advocates for purchase of new software to maintain Quality Assurance Youth Services and Health Facilities Quality Assurance operational processes and needs.

Participates in Fort Logan campus committees (safety committee etc.) as needed to establish and maintain relationships with other departments on campus.

Scheduling

Manages the calendar and scheduling of the Division of Quality Assurance and Standards Compliance teams by recommending, scheduling and committing to meetings and functions, outlining options and assisting with the prioritizing of commitments and appointments.

Disseminates 30 day notices to DYS programs notifying them of their pending annual compliance review.

Schedules youth center compliance review exit conferences.

Disseminates employee surveys during the annual compliance review process.

Budget / Travel Manager

Manages travel and budget correspondence routed to Quality Assurance Youth Services and Health Facilities Quality Assurance. Reviews for content providing the Quality Assurance Youth Services Director and Division of Quality Assurance and Standards Compliance Director that requests are ready for approval or if the request needs direction.

Manages in-state and out- of- state travel requests.

Maintains leased vehicle assigned to Quality Assurance Youth Services and works with DFM and motor pool for appropriate maintenance.

Administers and monitors the Quality Assurance Youth Services and Health Facilities Quality Assurance budgets and accordingly.

Uses sound judgment to approve expenditures for the Quality Assurance Youth Services budget.

Tracks and verifies CORE statements to determine accuracy and relevance of expenditures to ensure cost-effective support of programs and compliance with legislative appropriations and policies. Manages annual budget to its required cap amount.

Database Entry and Records Retention

Acts as the primary record and database administrator for Quality Assurance Youth Services and Health Facilities Quality Assurance.

Provides quality assurance oversight to data entered into the approved database and reaches out directly to staff to correct identified errors

Create and manage the database that stores all of the information that is developed and reported as part of all Quality Assurance Youth Services Compliance Review processes.

Management includes quality control and secure storage.

This position is expected to be proficient in technical applications utilized by the teams such as Smart Sheets and Google Suites. Will implement content management practices to optimize document organization.

Promptly responds to data requests from all parties within the Division of Quality Assurance and Standards Compliance. This position will be responsible for generating various reports based on the nature of the request.

Responsible for maintaining the Division's dashboards in real time. Dashboards include Risk Management, Action Plan Completion and Physical Environment findings with the potential for the dashboard content to expand or shift based on business needs.

Other Duties As Assigned

Provides support for special projects as assigned on an as needed basis.

Minimum Qualifications, Substitutions, 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