Executive Assistant - Program Assistant II

Position Overview

This role provides high-level administrative and executive support to the Director of the Division of Child Welfare, the Co-Deputy Directors, and the teams reporting to them. The work combines calendar and communication management, office coordination, project support, and operational follow-through for a statewide public welfare division.

About the Division

The Division of Child Welfare oversees child welfare services across Colorado’s 64 counties and supports county programs through technical assistance, monitoring, program improvement, regulatory oversight, and quality assurance. The division also manages significant federal and state grant funding, supports policy and legislative work, and coordinates federal reporting systems and statewide child welfare processes.

This position is located at 1575 Sherman St, Denver, CO 80203. The role is open only to Colorado state residents.

Work Arrangement

This position follows a weekly hybrid schedule with at least 2 days per week in the office and up to 3 days remote.

Key Duties

• Serve as the first contact for citizens, legislators, Governor’s Office staff, elected officials, and other stakeholders.
• Support the Director, Co-Deputy Directors, and related teams with administrative and program coordination.
• Manage the main phone line schedule, reference guide, and call log.
• Act as backup contact for child welfare complaints, including tracking, assignment, and liaison work with the client services unit.
• Handle rollover calls and review inbox messages on behalf of leadership when needed.
• Flag issues, recommend next steps, and help resolve or route concerns appropriately.
• Prioritize and coordinate speaking engagements, meetings, presentations, and related requests.
• Maintain calendars, schedule meetings, prepare agendas, briefings, support materials, and interview logistics.
• Arrange travel and process personnel, mileage, budget, and reimbursement requests.
• Support timekeeping and stay current on applicable policies and procedures.
• Help design and maintain division recordkeeping systems.
• Review confidential files and manage clearance/eClearance items, including grammar and consistency checks.
• Update tracking systems for correspondence, approvals, and turnaround times.
• Place purchases and office supply orders, and manage access/requisition and budget tracking tasks.
• Draft and update office and division workflow policies.
• Coordinate with the leadership team on priorities, staffing, recruiting, and interview scheduling.
• Support and staff committee meetings, including agendas, communications, minutes, and onboarding.
• Serve as lead program assistant for division-wide training and communication among program assistants.
• Hold regular coordination meetings with other program assistants and help align scheduling across the leadership team.
• Maintain calendars, public meetings, billing records, computer and mobile device tracking, software renewals, and office seating/floor planning.
• Act as secondary floor warden for the 2nd floor at 1575 Sherman Street while the division remains there.
• Provide project management support such as workplan tracking, legislative and budget document tracking, meeting minutes, travel coordination, and networking support.
• Assist with service award certificates and provide back-up support for office and division program assistants, managers, and leadership when coverage is needed.
• Complete additional office, division, program, operations, and project tasks as assigned.

Minimum Qualifications

Candidates need five years of relevant experience in work related to this position, or an equivalent mix of related education and experience that totals five years.

Preferred Experience

• At least 1 year supporting government or public-sector programs, including child welfare or child protective services.
• At least 1 year handling customer service concerns or complaint resolution.
• Experience using Google products, Microsoft Office, and calendar management tools.

Important Application Notes

Applicants must read the complete announcement and submit all required documentation with the application, as credit will only be given for materials uploaded by the stated deadline. Applications are reviewed first for minimum qualifications and then as part of the selection process, so submissions should clearly describe relevant experience, work products, and accomplishments.

Employment Conditions

All CDHS employees in non-direct-contact roles must complete a standard background review, including a CBI name check, ICON Colorado court database review, and a Medica screening. Additional conditions may apply based on the role and department requirements.

Additional Information

Most State of Colorado employees are eligible for a strong benefits package. Benefits details are referenced in the supplemental information section of the original announcement.