CDOC – Program Assistant I Statewide Parole Office

Program Assistant

A Program Assistant provides program support services to the TSU; Determine need for and recommend purchases based on available funds, research products and compare prices. Interpret, monitor, and resolve issues associated with basic budget procedures, develop databases and spreadsheets for budget tracking in coordination with the Business Manager, the CDOC Business Office and the Assistant Director of the TSU to ensure fiscal responsibility. Complete other duties to support the TSU to include, review and submit on-boarding/off-boarding documents with the Office of Human Resources, OIT and other divisions within the CDOC. Monitor and track OIT equipment so that new equipment can be ordered. The position generates, tracks and codes the fiscal and procurement documents within the region. Data collection and report generation are part of the work product. This position identifies problems, solves the problems and manages administrative staff and resources in the most cost-effective manner.

Primary job responsibilities include, but are not limited to:

• Organize general support activities, establish and maintain relationships with community agencies and vendors to meet Pre-Release/Community Reentry needs;
• Support the Transitional Services Unit (TSU) with on/off boarding components for incoming and outgoing staff members;
• Establish office procedures and evaluate production and quality;
• Monitor work loads, flow, and resources;
• Exchange and collect information in order to solve problems or complaints from staff, inmates and agencies;
• Prepare legal documents; perform as legal coordinator, regional personnel file management, protect confidentiality;
• Recommend capital equipment and office equipment budgetary needs to administration;
• Authorize expenditures for office supplies ensuring appropriate fiscal rules are followed;
• Process confidential information and provide effective customer service for internal and external stakeholders;
• Ensure compliance with adherence to the policies and procedures of Colorado Department of Corrections (CDOC), American Correctional Accreditation (ACA), and the Colorado Department of Personnel Rules;
• Other duties as assigned.

Minimum qualifications include four years of general clerical experience. This experience must be clearly described, in your own words, within the work experience section of your application to meet this requirement. Work experience less than full time will be prorated. Clerical duties may include: the accurate and timely completion of processing documents and information; document creation, word processing; create and revise office procedures; compiling and formatting the content for program materials such as annual reports and newsletters; screening documents and supporting information to determine eligibility, authenticity, or identity; accounting for the unit's allotted funds by authorizing operating expenditures, data entry; printing, scanning, and making copies; scheduling; accepting reservations or registrations; arrange meeting logistics and equipment; reception and intake; record keeping, filing and maintenance; answering multi-line phones; and general administrative tasks in an office support environment. OR: A combination of College or university course work in Business, Criminal Justice or a similar discipline and/or relevant experience as defined above equal to four (4) years. You MUST submit a copy of your unofficial transcripts with your name, college name, degree and date conferred in order to receive credit.

Required competencies include: excellent customer service and interpersonal skills; superb written and oral communications skills; self-directed and motivated work ethic; strong analytical skills; strong proofreading skills; impeccable organization skills and meticulous attention to details; ability to research and gather data; ability to multi-task; exercise discretion in highly sensitive personnel matters while maintaining confidentiality; self-control, a strong sense of ability to work in stressful, potentially violent situations; ability to remain alert, emotionally stable, and mentally resilient under pressure and observant throughout their shift; tolerance to stress, confinement, and high-stakes interaction; ability to learn and apply personnel rules, procedures, processes, and concepts; ability to read and comprehend the English language; ability to effectively communicate fluently in English both verbally and in writing; ability to create accessible documents and technical content that follows plain language guidelines with accessibility in mind.

Preferred qualifications include relevant years experience of high level clerical duties. High Level clerical duties may include: document creation, word processing; create and revise office procedures; compiling and formatting the content for program materials such as annual reports and newsletters; screening documents and supporting information to determine eligibility, authenticity, or identity; accounting for the unit's allotted funds by authorizing operating expenditures; comprehensive knowledge of relevant federal and state law/legislation. Advanced proficiency in Microsoft Office (Word, Excel, Access and PowerPoint) and Google Suite (Gmail, Drive, Sheets); experience working in EOMIS, DCIS, PDCIS, CORE and Adobe; ability to interpret complex rules, regulations, policies, procedures and guidelines; experience working with confidential information; experience tracking and managing a budget.