Colorado Department of Revenue · 9 hours ago
Program Assistant to the CXO/IAO Educator- Program Assistant II - CMHHIP
Pueblo, CO
Full-time
Onsite
Mid, Senior Level
5+ years expThe Colorado Department of Revenue is seeking a Program Assistant II to provide high-level administrative and program support for the Impact Administration Office. The role involves managing communication, documentation, and logistics for personnel issues while assisting in various administrative projects and ensuring compliance with state policies.
GovernmentIdentity ManagementTransportation
Responsibilities
The Program Assistant II is responsible to develop and prepare meeting agendas, attend meetings, record and transcribe meeting minutes within agreed upon deadlines and may involve a variety of special duties or tasks, which will be evaluated at the discretion of the Administrator
Manages action items for the IAO Executive Leadership to ensure timely approval of contracts, reports, correspondence, etc., and responds to inquiries and works on assignments. Assists in the coordination and tracking of various administrative assignments, projects and/or activities
Acts as the project lead and manages special projects in support of the IAO Administrators. Develops and coordinates the implementation of administrative projects/initiatives.Translates project concepts into concrete operations to support the goals of the office
Demonstrates a high level of decision making skills and short and long term planning
Provides technical assistance, and responds to questions and requests for information for program areas, answers internal and external stakeholder questions and routes more specific requests to appropriate program staff or managers within CMHHIP
Identifies workflow issues and suggests solutions reviewing processes, documentation, or other materials as determined
Creates and manages work plans tracking completion and to help the Administrator to be able to notify CMHHIP/OCFMH leadership of potential for missed deadlines
Develops and maintains filing systems and tracking
Compile information and prepare documents, slides, etc., on the shared Google Drive and the local area network (LAN). In accordance with delegated authority, determine which correspondence can be approved and signed on behalf of the Administrators and which must be personally sent for the Administrators’ approval and signature
Manages the calendar and scheduling of the Administrators by recommending, scheduling and committing to meetings and functions, outlining options and assisting with the prioritizing of commitments and appointments. Confirms appointments calendar to ensure that the Administrators’ time is utilized efficiently. Reviews calendar daily to resolve any appointment conflicts. Meets as necessary with the Administrators to review appointments
Manages the organization, maintenance and access of shared google folders and folders on the LAN
Serves as the office’s first point of contact for internal and external customers including other program managers and staff, Executive Management, citizens, other State Agencies, County Departments, other community stakeholders, and the Office of the Attorney General. Interacts daily with other executive offices to coordinate assignments
Works with other Program Assistants (PA’s) and office support staff to organize and ensure administrative coverage. Directs the flow of the Office assignments, required and critical information as to the appropriate staff and program area
Reviews, prioritizes and accurately responds to address all incoming correspondence. Assists with formal business communication, including formatting and writing documents developing and refining presentations. Drafts responses (memos, letters, and emails) to routine inquiries to be approved by the Administrator. Reviews, edits, and finalizes documents (letters, briefing papers, memos) timely ensuring that the documents adhere to established CDHS guidelines for correspondence. Accurately composes, designs, and types documents, correspondence, forms, organizational charges, and reports utilizing a variety of software applications (e.g., Microsoft Office, Visio, and Google)
Coordinates the Administrator’s communications and communicates with other senior staff within CDHS, AG’s Offices, Legislative Offices, and other internal and external stakeholders
Receives incoming telephone calls, triages calls according to guidance, and responds to customer inquiries and/or allocates calls to the appropriate staff member. Respond to emails and voicemails to solve problems for the Administrator
Educates staff on departmental procedures, policies and proper preparation of correspondence, documents and special reports
Assists in addressing confidential human resource issues
Gathers, compiles, and analyzes information in preparation for meetings. Analyze and follow-up on action items, identify solutions and data sources, communication issues with appropriate points of contacts, and draft responses for approved administrative changes
Prioritize information requests from federal, state and local officials and respond to deadlines
As the first point of contact, this position will manage customer service for the Office including attending to complaints from employees, customers and disgruntled and/or concerned citizens with tact and diplomacy; determine the problem or concern, and the remedial action requested by the individual. Research the appropriate action or person to assist using various resources. Track and monitor responses and resolution of complaints. Prioritize and communicate to the applicable stakeholders critical issues, legal matters, potential lawsuits, and complaints
Is called upon by other Departments to provide administrative office support for special projects and functions and as a backup during absences of other departments program assistants
This position assists, monitors and manages the recruitment, hiring, onboarding and separation processes for Impact Administration Office positions and employees as assigned
This position is responsible to create and/or obtain all documentation required for each action to be submitted to the eClearance/PAF system in a timely manner
These actions may include staffing changes, such as, separations, abolishing and/or filling vacant positions, transfers, supervisor/appointing authority changes, new hires, tracking and processing PAFs for referral and signing bonuses, temporary pay differentials, incentive pay programs, reclassifications, change funding, etc
This also includes working in collaboration with the IAO leadership designee to obtain the updated Position Description (PDs) prior to PAF submission specific to that action
Applies appropriate guidelines and interpretation for use of policies, standards, board rules, bargaining agreements and practice acts to implement work processes concerning the personnel action being completed for entry in the eClearance system
Applies independent knowledge utilizing the eClearance system to create and monitor the Program’s initiated PAFs through the approved tracking mechanisms
Organizes, manages and assists in active, inactive, processing of new positions descriptions and modifications of current position descriptions for hospital-wide departments as assigned
This position serves as the primary Subject Matter Expert (SME) and educator for IAO regarding the eClearance systems
Beyond administrative processing, this position is responsible for staying at the forefront of all systemic and operational changes and policy updates, ensuring the department remains compliant and informed
A critical component of this role involves workforce development within the IAO, where the individual provides both remedial training to correct existing performance gaps and comprehensive onboarding for new employees
By interpreting complex bargaining agreements, board rules, HR, financial and payroll guidelines and practice acts, the position ensures that all personnel actions—from complex reclassifications to incentive pay—are executed with technical precision and strategic alignment with regulatory and hospital-wide standards
Makes appropriate travel arrangements and/or prepares travel requests. Completes travel reimbursement, review for accuracy and submits for payment as appropriate. Ensures travel itinerary has been provided to the Administrator(s) and provides necessary travel materials (maps, hotel, phone numbers, confirmation numbers, etc.) to ensure a successful trip. Ensures compliance with all applicable rules, laws, and policy with purchasing cards and travel cards
Purchases office supplies, equipment, and furniture within approved purchasing and accounting guidelines to ensure the office is welcoming and professional at all times. Assures equipment is inventoried, properly installed and may provide training on the use of equipment. May write contracts for personnel service to achieve program goals. Measures deliverable outcomes and makes recommendations for new services or equipment. Reconciles monthly expenditure transaction and reallocates funding/coding string as appropriate for all purchases and transactions. Print, review and acquire signatures from P-Card approver within expected timeframes for monthly statements
Maintains and creates a spreadsheet to track the budget for the Office and ensures that all purchases are in line with policy and have appropriate approvals. Follows fiscal rules and ensures proper accounting procedures and policies are followed. Reconciles the budget monthly. Communicates the status of all line items target vs actual percentage of expenditure with the CXO and Hospital Strategy Director on a monthly basis or as needed
Timekeeping functions are completed accurately and timely within all Federal rules and regulations, Department of Personnel and Administration (DPA), Colorado Department of Human Services (CDHS) and CMHHIP policies and procedures
Ensures Time Assistant Weekly & Pay Period Closing Checklist are completed timely, meeting all payroll deadlines
Works in tandem and communicates with supervisors to acquire required information/documents pending payclose deadlines
Maintains timekeeping records for all employees as assigned
Any other duties that may arise in the course of performing duties of this position that aren’t covered in the above duty statements
Qualification
Required
Five (5) years of relevant experience in an occupation related to the work assigned to this position
A combination of related education and/or experience in an occupation related to the work assigned equal to five (5) years
Possess and maintain a valid U.S. driver's license
Ability to read and comprehend the English language; effectively and fluently communicates in English, both verbally and in writing
Must be able to see and hear in order to observe, address and respond to potential breaches in safety
Ability to lift arms above head and kick as high as own waist
Ability to stabilize another person to accomplish a controlled containment/manual physical holds
Ability to withstand impact on own body using an ASP shield
Ability to rotate body 90 degrees with feet planted for using a defensive tactic
Ability to kneel on one or both knees and stand up again with multiple repetitions
Ability to demonstrate body agility, strength of all four limbs and the ability to walk and climb stairs consistently
Ability to work in situations involving assaultive behavior, physical control of another person and/or restraint situations
Willing and able to travel
2-step TB (tuberculosis) screening is required of all new employees upon hire
Annual influenza vaccination
Preferred
Preference will be given to individuals with related state experience
Experience with Microsoft and/or Google applications
Excellent communication skills
Close attention to detail and ability to closely follow multi-step processes and perform at high levels of accuracy
Participation in both team and individual environments
Experience with project management or event planning
Relevant years of State service
Benefits
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
Company
Colorado Department of Revenue
With just under 1500 employees, the Colorado Department of Revenue oversees the Division of Motor Vehicles, the Enforcement Division, the Colorado State Lottery, and the Taxation Division.
1001-5000 employees
Funding
Current Stage
Late StageLeadership Team
Lorri Dugan
Chief Financial Officer
Meghan Tanis
Chief Operating Officer/Deputy Executive Director
Recent News
2026-01-25
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