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Program Assistant I - Food Services Unit

State of Colorado Job Opportunities
Full Time
Golden, CO
Posted Today
Job description
Department Information

This position is open to current Colorado residents only.

Please note: This recruitment may be used to fill multiple vacancies at the locations below.

Division of Youth Services

Food Services Unit


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About the Division of Youth Services:
The Division of Youth Services (DYS) provides a continuum of residential and non-residential services that encompass juvenile detention, commitment, and parole. DYS is the agency statutorily mandated to provide for the care and supervision of youth committed by the District Court to the custody of the Colorado Department of Human Services. The Division operates fifteen secure facilities that serve youth between the ages of 10 and 21, who are pre-adjudicated, sentenced, or committed. The Division also contracts with numerous private residential and non-residential service providers throughout the State. For pre-adjudicated youth, the Division is also responsible for the management and oversight of Colorado Youth Detention Continuum, a State-funded, locally administered program that provides services to youth at risk of further progressing into the juvenile justice system. In addition to residential programming, the Division administers juvenile parole services throughout the State.

We invite you to explore the DYS website and learn about the services provided to youth, families, and local communities in the State of Colorado at: https://www.colorado.gov/cdhs/dys

My Why

Description of Job

Overall function of the work unit:
The Division of Youth Services (DYS) Food Services Program includes all activities and responsibilities related to the management and oversight of food services to all detained and committed youth. In addition, DYS administers food services in compliance with the National School Lunch Program as outlined by the Federal School Lunch Act. The Food Service Program maintains responsibility for the following administrative functions: establishing and monitoring food programs at each of the State’s 10 facilities; auditing services for compliance; developing and allocating resources for programs. Providing administrative systems to support programs, such as, financial and budget management, and procuring systems; developing and implementing standard and menu planning to address the needs of DYS youth and to ensure future program and resource needs

About the position:

This position exists to provide high-level administrative support to all DYS Food Service Facilities in state operated institutions and as a liaison between the unit and the facilities in support of the DYS Vision and Mission statements. The primary function of this position is to provide support, planning, and collaborative problem solving. This position collaborates with Food Service Managers to assure seamless implementation of all food services that impact detained and committed youth in DYS facilities. Additionally, this position collaborates with the Procurement Office, Nutritionist and the Medical Staff to assure that all processes are adhered to and supported in how programming is implemented.
The program assistant explains work processes to site Food Service Managers and provides training. The program assistant serves as a resource or guide by advising others on how to use processes within a system or as a member of a collaborative problem-solving team.

Summarized Duties:

Program and Administrative Support: Assists the Director and Administrator IV with budget tasks including preparing budget documents and recommending adjustments. Utilizes Google and Microsoft Office Suite to design and prepare ranked facility reports to all DYS kitchen and Central Office Staff. Codes and files documents relating to inventory and vendor expenditures according to established procedures. Presents quarterly study analyzing each facility kitchen program operations. Serves as a timekeeper for DYS Food Service staff. Advises DYS Food Service management on staffing plans and potential position shortfalls. Assist DYS Food Service team by conducting monthly site evaluations of facility kitchens. Ensures adherence to DYS Foodservice regulations through oversight and QA/QI Compliance. Researching, interpreting, and advising on policies, procedures, rules, and regulations. Develops administrative procedures for food service. Ensures the office follows fiscal rules and procedures. Tracking of annual budget and responsible for ensuring fiscal practices are adhered to for the office. Program Assistant II selects and applies the appropriate program guideline based on interpretation of the individual situation in order to provide program services, resolve problems, answer questions, and/or advise others on specific technical program issues or matters; or ensures work processes deliver services consistent with guidelines of a program or professional subject area.
  • This position is responsible for tasks that include working with HR teams and ensuring forms and personnel actions are completed. Responsible for tracking PAFs through the eClearance system, ensuring that all required paperwork is uploaded in a timely manner. Maintains Food Services Organization Chart, which tracks all new hires and vacancies to ensure that all positions are filled in a timely manner. Maintain all internal and external forms, personal data sheets, PDs, etc.
  • Responsible for office management of the unit to include administrative responsibilities. Manages paperwork, required for compliance with the National School Breakfast, Lunch, Snack, Program evaluating for timeliness, completeness, and accuracy. Coordinates any purchase over $5,000 that requires additional documentation and input into CORE.
PrimeroEdge Food Service Program Management: PrimeroEdge is USDA-approved for nutrient analyses required in the school meal programs and used in certification of compliance with lunch meal requirements. Position determines that the current meal pattern requirements are met for the Federal and State requirements. Advises DYS Food Service Management on monthly purchasing updates. Maintains technical budget details such as: estimating/forecasting budget needs; preparing budget documents; overseeing compliance with budget guidelines; recommending adjustments to remain within overall budget limitations. Serves as purchasing liaison with major vendors, establishing and negotiating product specifications. Analyzes and interprets PrimeroEdge Food Services Software data including inventory items; cost of goods; and other system management requirements. Program Assistant II is responsible for either internal processing of meal tickets through the PrimeroEdge system or externally through physical meal tickets sent to the facility.
  • Determines what monthly updates are needed to communicate to Food Service Management.
  • Determines if plate costs are within range of Food Service projected budget.
Commodities Distribution: Manages the commodity distribution program including placing orders, allocating commodities, invoicing and expenditures with the USDA and CDHS Food Distribution Program each month. Allocates commodities among facilities based on average daily participation; notifies facilities of expected commodity orders; ensures commodity invoices are correct and submitted for payment; tracks commodity expenditures to stay within allocated budget. Critical evaluation is needed in locating and selecting the most appropriate of these guidelines which may change for varying program circumstances as the task is repeated.
  • Determines the types and quantities of commodity products that should be ordered.
  • Determines what type of commodities (processing or DOD produce) meets DYS Food Service specifications.
  • Advise Dietician, Food Service Director and Food Service Managers on specific technical program issues related to ordering or logistics of commodities

Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights

Minimum Qualifications:
4 years of experience in an administrative or clerical role in an office environment

Substitutions:
Appropriate education will substitute for experience on a year-to-year basis.

Preferred Qualifications:

  • Ability to multi-task various priorities
  • Advanced proficiency in Microsoft Office (i.e. Word, Excel, and PowerPoint)
  • Ability to interpret complex rules, regulations, policies, procedures and guidelines
  • Experience working with confidential information
  • Experience tracking and managing a budget
  • Experience using Colorado Operations and Resource Engine (CORE), NEOGOV, eClearence, and Perceptive Content

Highly Preferred Competencies:
  • Excellent customer service and interpersonal skills
  • Superb written and oral communications skills
  • Self-directed and motivated work ethic
  • Strong analytical skills
  • Organizational skills and compelling attention to details
  • Must maintain a high level of confidentiality
  • Ability to research and gather data
  • Attention to detail
Conditions of Employment:
  • Full Background - Name check, TRAILS and Fingerprinting
  • Be a minimum of 21 years of age, with no felony convictions or history of domestic violence
  • Colorado Driver's License
  • Continued employment is contingent upon successful completion of the DYS Pre-service Training Academy, Field Training Program (FTO) and mandatory annual training in all subject areas.
  • Ability to travel for office tasks, training, and meetings may be required.
  • Former State employees who were disciplinarily terminated or resigned in lieu of termination must disclose the information on the application and provide an explanation why the prior termination or resignation should not disqualify the applicant from the current position. Absent extraordinary circumstances, prior disciplinary termination or resignation in lieu of termination will disqualify the applicant from future State employment with CDHS.
  • Effective September 20, 2021, this position will require documented proof of full COVID-19 vaccination. New employees will be required to provide attestation to their status with proof of vaccination within thirty (30) business days of hire.
  • Religious and medical exemptions and reasonable accommodation shall be addressed as required by law pursuant to the Equal Employment Opportunity Commission’s vaccination guidance. If you would like to request a medical or religious exemption, please contact [email protected]
  • Note: Fully Vaccinated means two (2) weeks after a second dose in a two-dose series of the COVID-19 vaccine, such as the Pfizer or Moderna vaccine, or two (2) weeks after the single-dose vaccine, such as Johnson & Johnson’s Janssen vaccine, as defined by the most recent State of Colorado’s Public Health Order and current guidance issued by the Colorado Department of Public Health & Environment.
  • On or after October 31, 2021, each facility shall ensure all newly hired employees, direct contractors, or support staff members are fully vaccinated at the time of hire, or receive their first dose of a two-dose protocol, or a single-dose vaccination, prior to providing any care, treatment, or other services for the facility and/or its clients.

Appeal Rights:

If you receive notice that you have been eliminated from consideration for this position, you may file an appeal with the State Personnel Board or request a review by the State Personnel Director.

An appeal or review must be submitted on the official appeal form, signed by you or your representative. This form must be delivered to the State Personnel Board by email ([email protected]), postmarked in US Mail 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.

For more information about the appeals process, the official appeal form, and how to deliver it to the State Personnel Board; go to spb.colorado.gov; contact the State Personnel Board for assistance at (303) 866-3300; or refer to 4 Colorado Code of Regulations (CCR) 801-1, State Personnel Board Rules and Personnel Director's Administrative Procedures, Chapter 8, Resolution of Appeals and Disputes, at spb.colorado.gov under Rules.

Supplemental Information

Link to: How to Apply Link to: The Assessment Process
For additional recruiting questions, please contact [email protected]

About Us:
If your goal is to build a career that makes a difference, consider joining 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. 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 www.copera.org 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
  • BenefitHub state employee discount program
  • Employee Wellness program MotivateMe
  • 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. For more
information, go to https://www.colorado.gov/pacific/dhr/student-loan-forgiveness-programs.

Our Values:
We believe in a people-first approach: To serve the people of Colorado, we develop a culture and work environment that creates an energized, inspired, and healthy team capable of giving their best to Coloradans .
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.
We are committed to increasing the diversity of our staff and providing culturally responsive programs and services. Therefore, we encourage responses from people of diverse backgrounds and abilities.
ADAA Accommodations: CDHS 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 reasonable accommodation to ensure you have a positive experience applying or interviewing for this position, please direct your inquiries to our ADAAA Coordinator, Nancy Schmelzer, at [email protected] or call 1-800-929-0791.
~THE STATE OF COLORADO IS AN EQUAL OPPORTUNITY EMPLOYER~
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