Program Assistant II - BHA

This position is open to current Colorado residents only.

This posting may be used to fill multiple recruitments 

You are required to work at your assigned work location during your scheduled work times. 

Monday- Friday, 8:00 a.m. to 5 p.m.

Please note: Work arrangements are subject to change at any time.

The BHA will provide oversight and coordinate service standards across the hundreds of behavioral health programs currently administered by multiple state agencies and the Judicial Branch. The BHA will also work to ensure the recommendations that resulted from the work of the Behavioral Health Task Force (BHTF) and multiple ancillary projects evolving out of the work of the BHTF are honored and implemented, to ensure and meet our vision of having a comprehensive, equitable, effective continuum of behavioral health services that meets the needs of all Coloradans.   The Behavioral Health Administration (BHA) is responsible for policy development, service provision and coordination, program monitoring and evaluation, and administrative oversight for the public behavioral health system. BHA funds, supports, and monitors numerous mental health and substance abuse community programs and providers, and reviews and designates the State’s 27-65 providers and licenses substance use disorder service providers. BHA executes the State’s federal responsibilities as the State Mental Health Authority and the State Substance Abuse Authority for the purposes of administering federal mental health and substance abuse block grant funds.

What You'll be doing:

The purpose of the Program Assistant II position is to serve as the primary operational and administrative lead, providing comprehensive support to the Behavioral Health Administration (BHA) executive leader and their units. This role is responsible for managing confidential information, ensuring the executive leader is organized and on schedule, coordinating meetings and travel, and serving as the first point of contact for all key stakeholders, including citizens and legislators. Furthermore, the position oversees general office procedures, acts as a liaison to other departmental offices (OIT, HR, Payroll), manages inter-office relations, develops timelines and tracks projects, and handles all budget and expense coordination, including P-card purchases and invoice processing. The incumbent functions with a high degree of independence, analyzing complicated data and designing operational workflows to manage the executive's strategic priorities.

Executive Leadership/Team Support

• Managing confidential and privileged information that impacts employees and business objectives. Entering confidential employee salary information into PAFs in eClearance

• Assuring the executive leader is organized, prepared, meeting timelines, and staying on schedule

• Serve as the BHA Executives' first point of contact for citizens, legislators, the Governor's office, federal, state, and county elected officials, and other stakeholders speaking on behalf of the executive on administrative functions and workflows. 

• Informs the BHA Executive of potential problems internally or externally; provides the BHA Executive with updates and recommendations for successful resolution. 

• Assuring the staff or leaders aiding the BHA executive are assigned, prepared, and coordinated with the priorities and needs of the BHA Executive. 

• Makes appropriate travel arrangements in support of the BHA Executive and their units

• Coordinate meetings, prepare agendas, briefings, or support materials for BHA Executive meetings, presentations, and speaking engagements

Behavioral Health Administration Liaison

Manage inter-office relations of the BHA executive by serving as the BHA's first point of contact for BHA employees, citizens, legislators, the Governor's office, federal, state, and county elected officials, and other stakeholders. Provide appointing authorities and leadership team/program support to BHA employees and teams. Has the authority to research, resolve, or assign for resolution any issues or complaints received. 

Project & Budget Management

• Develops deliverable timelines and schedules for office-wide initiatives for their executive leader and units

• Tracks and monitors all work for their executive and covered units, driving and managing timelines and deliverables

• Travel and expense coordination; completing P-card purchases and ensuring account coding; tracking contract expenditures, completing purchase requisitions, and receiving reports per business needs; updating CORE and USBank information accurately and timely; ensuring accurate and timely processing of invoices

Administrative Support

This position serves as the primary operational support for the client support group, responsible for establishing and organizing the work processes necessary to deliver program services. The incumbent functions with a high degree of independence, exercising authority to make decisions within the limits of program objectives and technical guidelines without prior approval. Beyond clerical support, this role involves analyzing complex data to individualize program operations, responding to technical inquiries, and designing specific operational workflows to complete high-level assignments and manage executives' strategic priorities.

• Other duties as assigned include: Office management - document management, supplies, furniture, etc.
• Attend or prepare internal/external meetings as needed or assigned
• Special project work

PROGRAM ASSISTANT II (H4R2XX)

Education/Licensure/Certification/Experience:

Five (5) years of high level experience supporting directors or executives in an administrative assistant, executive assistant, or similar support roles. Experience to include helping to manage projects, implementing office work processes, managing schedules, analyzing program/data information, developing guidelines and/or templates, creating and/or updating work processes.

Education and Experience:

A combination of education in Business Administration, Business Management, Administration, or related field and/or experience in high level experience supporting directors or executives in an administrative assistant, executive assistant, or similar support roles. Experience to include helping to manage projects, implementing work processes, managing schedules, analyzing program/data information, developing guidelines and/or templates, creating and/or updating work processes equal to five (5) years.

Preferred Qualifications:

• Experience in healthcare, behavioral health, or social services administrative support. 

• Experience with Google Workspace, Microsoft office, spreadsheets, and electronic health records strongly preferred.

• Excellent customer service skills

• Excellent reading and writing skills

• Excellent analytical and problem solving skills

Conditions of Employment:

• Full background check and reference check required

• This position requires State of Colorado residency at the time of application (unless otherwise identified in the posting), and residency within the state throughout the duration of employment in this position.

• May travel There may be times this position is required to travel to a nearby location to secure department needs such as items.

• 2-step TB (tuberculosis) screening is required of all new employees upon hires.
• Annual influenza vaccination and other vaccinations as required by the State of Colorado.

• Former State employees who were disciplinarily terminated or resigned in lieu of termination must:

1. Disclose that information on the application.

2. Explain why the prior termination or resignation should not disqualify you from the current position.

3. Provide your employee number from your prior State employment.  Absent extraordinary circumstances, prior disciplinary termination or resignation in lieu of termination and failure to provide this information will disqualify the applicant from future State employment with CDHS.

CDHS Selection Process Explanation:

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.

Minimum Qualification Screening Process:

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."

You must meet the minimum qualifications to continue in the selection process.  Part-time work experience will be prorated. Comparative Analysis Process –
Structured Application Review:

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. 

  Your Work Experience/Job Duties

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.     

Supplemental Questions: 

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).

Appeal Rights:

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 (dpa_state.personnelboard@state.co.us), 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.

• How to apply to the State of Colorado (Youtube Video, Runtime 3:59, Closed Captions Available)

• The Assessment Process

About Us & Benefits

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.

Our Values

• 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.

ADA Accommodations

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 cdhs_ada@state.co.us.

EEO Statement
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.

Additional Support For Your Application

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.