Job Information
State of Colorado Program Assistant I - Multiple Positions in Denver, Colorado
Program Assistant I - Multiple Positions
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Program Assistant I - Multiple Positions
Salary
$50,820.00 - $66,072.00 Annually
Location
Denver, CO
Job Type
Full Time
Job Number
NAA-PAIEXT-06.2024
Department
Department of Local Affairs
Division
Division of Housing
Opening Date
06/27/2024
Closing Date
7/8/2024 11:59 PM Mountain
FLSA
Determined by Position
Type of Announcement
This position is open only to Colorado state residents.
FLSA Status
Non-Exempt; position is eligible for overtime compensation.
Department Contact Information
Hannah Emmons at hannah.emmons@state.co.us
Primary Physical Work Address
1313 Sherman St., Denver, CO 80203 - This position is mostly a hybrid work position that is required to report to the Denver office as needed.
How To Apply
Please submit an online application for this position at https://www.governmentjobs.com/careers/colorado. Reach out to the Department Contact to apply using a paper application, including any supplemental questions. Failure to submit a complete and timely application may result in the rejection of your application. Applicants are responsible for ensuring that application materials are received by the appropriate Human Resources office before the closing date and time listed.
Description
Benefits
Questions
Department Information
This posting is only open to residents of the State of Colorado at the time of submitting your application.
This posting may fill other similar positions in the same class including some permanent regular and term-limited positions.
About the Colorado Department of Local Affairs
The Department of Local Affairs (DOLA) serves as the primary interface between the State and local communities. The Department provides financial support to local communities and professional and technical services (including training and technical assistance) to community leaders in the areas of governance, housing, and property tax administration. While all state governments provide such services through various Departmental structures, Colorado’s approach is unique in that these local community services are gathered into one Department of “Local Affairs,” which has a central focus on strengthening Colorado communities and enhancing livability.
Vision
The Department of Local Affairs is responsible for strengthening Colorado's local communities through accessible, affordable, and secure housing; implementing property tax law; capacity building, strategic training, research, technical assistance, and funding to localities.
Mission
Our mission is to help strengthen Colorado’s communities
Why work for the Colorado Department of Local Affairs?
The work we do matters greatly. It matters to us and it matters to the citizens of the great state of Colorado. We love our community and are passionate about supporting our community. We value the diversity (https://youtu.be/eAPo-IRsOZU) that Colorado offers. If your goal is to build a career that makes a difference in communities across the State, consider joining the dedicated people of the Department of Local Affairs.
In addition, we offer a great location and great benefits, which include:
Medical and dental plans (https://www.colorado.gov/pacific/dhr/benefits)
Strong, secure, yet flexible retirement plans including PERA Defined Benefit Plan or PERA Defined Contribution Plan (https://www.copera.org/sites/default/files/documents/5-112a.pdf) plus pre-tax and ROTH 401K, and 457 plans (https://www.copera.org/members/peraplus-401k457)
Employee wellness programs
Paid life insurance
Short and long-term disability coverage
11 paid holidays per year plus vacation and sick leave
Training Opportunities
Flexible work schedule options and remote-work options
Some positions may qualify for the Public Service Loan Forgiveness Program. For more information go to https://dhr.colorado.gov/dhr-resources/student-loan-forgiveness-programs (https://dhr.colorado.gov/dhr-resources/student-loan-forgiveness-programs%20)
Variety of discounts on services and products available through the State of Colorado's Work-Life Employment Discount Program.
Description of Job
DOLA provides employment opportunities across various fields, including housing (https://cdola.colorado.gov/housing) , property taxation (https://dpt.colorado.gov/) , local government (https://dlg.colorado.gov/) , demography (https://demography.dola.colorado.gov/) , and assessment appeals (https://cdola.colorado.gov/assessment-appeals) .
This job posting is open for applicants to apply for multiple positions in theProgram Assistant Ijob classification.
Examples of the PA I positions filled by this posting are listed below.
Division of Local Government:
Program Assistant (Planning, Land Use, Local Government)
Division of Housing:
Program Assistant (e.g. Office of Rental Assistance, Office of Homeless Initiatives)
Division of Property Taxation:
- Program Assistant
Program Assistant General Job Duties Include:
Coordinate and administer the grant, award, & amendment processes
Administer the grant programs
Administer and support program reporting, monitoring, and close out
This posting is intended to fill the Program Assistant position with Division of Housing in addition to other Program Assistant I positions across DOLA.
Position Summary
Division of Housing's (DOH) Office of Homeless Initiatives (OHI) exists to create and maintain solutions towards resolving homelessness across Colorado, including increasing access to quality, sustainable supportive housing. OHI partners with state and local service providers and agencies to provide affordable housing opportunities for persons experiencing homelessness with complex needs: i.e., behavioral health conditions, disabling conditions,
veterans, youth, and persons experiencing long-term homelessness with frequent utilization of public systems.
This position serves as the Program Assistant for multiple homeless programs, including the Colorado Homeless Contribution Income Tax Credit Program and the Balance of State Continuum of Care program, in the Office of Homeless Initiatives. This position will support the application of policies and procedures, review of donations and tax credits, data tracking, communications, and reporting that support OHI’s programs. The position will also provide
technical assistance and training to nonprofit organizations participating in OHI programs.
Homeless Program Administration and Program Operations
This position works under the direction of the Tax Credit Manager to administer the program
which is intended to encourage taxpayers to make contributions to approved nonprofit organizations for homelessness-related services and capital campaign projects. This position also supports other Office of Homeless Initiatives (OHI) programs including the Balance of State CoC initiatives. Duties include implementation of policies and procedures according to statutory requirements and Division of Housing best practice, including administration of files,
public-facing documents, and participating nonprofits’ project records. This position identifies opportunities for process improvements and makes policy and procedure recommendations to the Tax Credit Program Manager and OHI team members.
Database and Tracking Systems Managemen t
OHI utilizes several databases and tracking systems for program management, as well as several other tracking mechanisms.
Works with the Tax Credit Program Manager, Balance of State CoC Program Manager, and the OHI Associate Office Director, and the DOH Data Management Team regarding data management and reporting needs to manage the data in various systems, including data organization, tracking, input, quality control, reporting and technical assistance.
Provides quality control by reviewing data entry in the Tax Credit Program Salesforce database and web-based data collection platforms.
The position runs and reviews data quality reports at least monthly to determine if there is missing or inaccurate data or documentation, and provides reminders, feedback, and technical assistance to participating agencies, taxpayers, and other staff as needed to ensure minimal errors and timeliness of entries and reports.
Standardizes and carries out activities associated with the internal tax credit management system, including monitoring tax credit certificates. Creates specific tax credit-related documents using templates, spreadsheets, mail merges, etc.
Consistently reviews contribution totals across the program to report on and ensure accurate contribution and tax credit tracking.
Reports and track technical errors that occur within Salesforce, including testing solutions implemented by the Office of Information Technology.
Updates technical assistance materials when changes to the data systems occur
Program Coordination and Communications
This position assists in the administration of homeless programs across OHI including the
Homeless Contribution Tax Credit and the Balance of State Continuum of Care.
Organizes technical assistance and trainings to nonprofit organizations, state agencies, and other stakeholders regarding the programs.
Answers complex calls from taxpayers, nonprofit organizations, and state agency partners.
Researches and relays information to internal or external stakeholders about federal and/or state rules and regulations, program policies and procedures, and best practices.
Review and submit pay requests for Office of Homeless Initiatives programs as needed. Investigates payment errors and facilitates immediate corrections.
Works with management to identify inefficiencies or errors in the internal OHI procedures.
Assists with communications, such as webinars, publications, documents, mass mailings. Maintains email lists.
Answers individual inquiries about direct assistance for the Tax Credit Program.
Other Duties as Assigned
Serves as a liaison between OHI staff and DOH operational teams.
Performs other duties as assigned.
Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights
Class Code & Classification Description:
H4R1XXPROGRAM ASSISTANT I (https://drive.google.com/file/d/0B4enHpLSVk4eTWxjeTRFZUdkaXc/view?usp=sharing&resourcekey=0-r4wY5_QO7RB4jLunEk9ppw)
MINIMUM QUALIFICATIONS:
Experience Only:
Four (4) years of professional experience in reviewing and tracking organizational data, including researching and answering complex questions from internal and external stakeholders related to that data.
OR
Four (4) years of relevant experience in grant administration, including providing technical assistance to stakeholders, and reviewing applications for compliance and eligibility.
OR
Education and Experience:
Bachelor’s degree in business administration, public administration, communications, social work, or a related field as determined by the department will substitute for the experience on a year for year basis.
This experience must be demonstrated in your application to be considered for employment.
Preferred Qualifications:
Prior experience working in state or local government
Prior experience using Salesforce software or equivalent system(s), particularly data entry, data clean-up, and reporting
Department of Local Affairs experience providing proven, documented program support
Experience in customer service, including working with stakeholders with varying degrees of knowledge and/or technological skills
Experience creating and maintaining desk procedures
Experience working in an environment requiring multi-tasking skills
Required Skills and Competencies:
Strong customer service skills
Strong attention to detail
Strong organizational skills
Excellent verbal and written communication skills
Ability to work independently
Ability to multi-task and meet deadlines
Strong interpersonal skills
Proficiency with MS Office suite, Google Suite, and other database applications
Ability to multi-task and meet deadlines
Strong interpersonal skills
Proficiency with MS Office suite, including Excel
Proficiency with Google Suite and other database applications
Conditions of Employment:
You MUST be a Colorado resident to apply for this position.
A pre-employment background check may be conducted as part of the selection process, depending on the position that you are offered.
Various in-state travel with local sub-grantees and community partners; conferences & training.
Applicant Checklist:
Only complete applications submitted on or before the closing date for this announcement will be given consideration. Failure to submit all required documents by the closing date of this announcement may result in your application being rejected. For assistance with the application process, please review the following video provided by the Colorado Department of Personnel & Administration "Applying for a Job with the State of Colorado" .
Work history must be documented in detail under the experience portion of application-"see resume" will not be accepted.
Complete Applications must include the following documents:
1) A complete Application for Announced Vacancy (Submit online using the link in this announcement)
2) A complete Supplemental Questionnaire (Submit online as part of your application)
Recommended :
3) A chronological resume (Attach to your online application, late submissions will not be accepted)
4) A Cover Letter with a Written Narrative (strongly encouraged). The written narrative should describe your interest in this position and specifically how your education, abilities, skills and experience relate to the requirements, responsibilities and competencies listed in the job announcement. (Attach to your online application, late submissions will not be accepted)
Minimum Qualifications and Comparative Analysis:
Part of, or the entire comparative analysis for this position, may involve a review of the information submitted in the application material, including the answers to the supplemental questions. Therefore, 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, as well as the special and/or preferred qualifications.
List your employment history starting with the most recent job, including part-time, temporary, and volunteer jobs. If more than one job was held with a given organization, list each job held as a separate period of employment.
Under "Duties," describe clearly the tasks you performed and the nature of your supervisory, technical, or other responsibilities as they relate to the job for which you are applying. Be complete and specific in detailing of duties.
Information must be accurate, including dates of employment. If it is found that information provided is falsified, you will not be considered for a job with the State of Colorado and/or may be removed from a job after hire.
Failure to include adequate information or follow instructions may affect the applicant's score and/or prevent them from competing in any subsequent measures used to arrive at a top group of applicants.
Factors to be assessed are those outlined in the requirements, competencies, and preferred qualifications.
Years will be expressed in terms of full-time equivalent service with full-time workload equal to one (1) Full-Time Equivalent (FTE) year. No more than 1.00 FTE year may be credited in any twelve (12) month period. Positions working 40 hours or less per week will be prorated (30 hrs/wk=0.75 FTE=9 mos credit; 20 hrs/wk=0.5 FTE=6 mos credit; 10 hrs/wk=0.25 FTE=3 mos credit)
The eligible list established from this posting may be used to fill additional vacancies.
The selection committee may move forward once they meet a certain number of qualified candidates.
Comparative Analysis:
Colorado Revised Statutes require that state employees are hired and promoted through a comparative analysis. The comparative analysis for this position will include a skill assessment. Depending on the number of qualified applicants, the next step will include a video or a voice screening of the applicants.
Supplemental Information
The State of Colorado believes that equity, diversity, and inclusion drive 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 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.
DOLA 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 a reasonable accommodation to ensure you have a positive experience applying or interviewing for this position, please direct your inquiries to Joel Ferguson, DOLA ADA Coordinator at joel.ferguson@state.co.us .
Email Address:
All correspondence regarding your status in the selection/examination process will be conducted via email. Include a working email address on your application; one that is checked often as time sensitive correspondence such as exam information or notification will take place via email. Please set up your e-mail to accept messages from "state.co.us" and "info@governmentjobs.com" addresses. It is your responsibility to ensure that your email will accept these notices and/or review your junk mail and spam filtered email.
Appeal Rights:
If you receive notice that you have been eliminated from consideration for the position, you may protest the action by filing an appeal with the State Personnel Board/State Personnel Director within 10 days from the date you receive notice of the elimination.
Also, if you wish to challenge the selection and comparative analysis process, you may file an appeal with the State Personnel Board/State Personnel Director within 10 days from the receipt of notice or knowledge of the action you are challenging.
Refer to Chapters 4 and 8 of the State Personnel Board Rules and Personnel Director's Administrative Procedures, 4 CCR 801, for more information about the appeals process. The State Personnel Board Rules and Personnel Director's Administrative Procedures are available at www.colorado.gov/spb .
A standard appeal form is available at www.colorado.gov/spb . If you appeal, your appeal must be submitted in writing on the official appeal form, signed by you or your representative, and received at the following address within 10 days of your receipt of notice or knowledge of the action: Colorado State Personnel Board/State Personnel Director, Attn: Appeals Processing, 1525 Sherman Street, 4th Floor, Denver, CO 80203. Fax: 303-866-5038. Phone: 303-866-3300. The ten-day deadline and these appeal procedures also apply to all charges of discrimination.
The State of Colorado offers permanent employees a variety of benefits including medical, dental, life and disability insurance, as well as a comprehensive leave program. Please click the following link for detailed information: www.colorado.gov/pacific/dhr/benefits
Please note that each agency's contact information is different; therefore, we encourage all applicants to view the full, official job announcement which includes contact information and class title. Select the job you wish to view, then click on the "Print" icon.
01
What is your previous experience with database administration and related customer service? If a nonprofit partner were to ask a question regarding the Division of Housing's data management system, how would you respond?
02
DOLA - By clicking "yes" below, I certify that I understand that effective July 1, 2023, all DOLA new hires, including transfers of current state employees and reinstatements of former state employees, will be placed on the biweekly pay schedule.
Yes
03
DOLA - I am willing to accept an offer within the posted salary range?
Yes
No
04
Explain how you would communicate regarding a new program to a potential nonprofit partner. Please include any materials, methods, and resources you would use.
Required Question
Agency
State of Colorado
Address
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the "Printer" icon located above the job title
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Website
https://careers.colorado.gov/
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