Fire & Life Safety Program Assistant

The mission of the Colorado Division of Fire Prevention and Control is to safeguard those that live, work, learn, and play in Colorado by reducing threats to lives, property and the environment. The Division safeguards the public through: fire prevention and code enforcement; wildfire preparedness, response, suppression, coordination, and management; training and certification; public information and education; and technical assistance to local governments.

Administrative and Program Support
Provides general administrative assistance and support for the Section Chief, managing and prioritizing requests, calendars, meeting schedules, recording meeting minutes, logistical support and preparation for meetings and events, and communicating with other Sections, Divisions, and external stakeholders on behalf of the Section Chief. Synthesizes and disseminates pertinent information to staff. Facilitates information sharing with internal and external stakeholders and partners.
Budget Coordination
Assists Section Chief with development of detailed planning budgets for all FLSS funds, which include several complex cash funds, by compiling and analyzing financial from prior fiscal years, assessing current year spending, making recommendations and alternatives for all authorized funds, and organizing data in current budget formats and systems. Forecasts budget and purchasing needs in coordination with FLSS Branch and Unit Chiefs. Monitors current budget status for all FLSS funds throughout the fiscal year, interprets reports, compares actual expenditures to planned budgets, provides summary information to Section Chief, and works with CDPS Budget and Accounting staff to correct issues and discrepancies. Develops and coordinates coding procedures and systems in conjunction with CDPS Budget and Accounting staff, shares these with FLSS staff, and trains individuals as needed.
Purchasing Coordination and Tracking
Tracks status of large purchases and requisitions in CORE, identifies and corrects any issues and delays, and coordinates with CDPS Accounting, Budget, and Purchasing staff as needed. Reviews and analyzes all purchase requests requiring Section Chief approval, determines appropriate funding codes, and compares to planned budgets. Analyzes CDPS and DFPC purchasing processes and regulations, identifies issues and problems, develops and implements recommended processes, and educates FLSS staff as needed. Tracks all spending in the Section through the use of the State's CORE accounting system.

Human Resources and Personnel
Coordinates closely with the DFPC HR Liaison, coordinates all hiring activity with FLSS Branches and Units, and develops processes and procedures for hiring, tracking position status, and documentation of hiring and personnel changes. Position works with FLSS Branches and Units to verify staffing plans, develops hiring schedules to operational needs, develops tracking systems for temporary and part-time employment employees, and develops processes for associated paperwork and documentation prior to the beginning and end of key employment periods. Works with DFPC HR Liaison and CDPS Budget to ensure current CDPS personnel processes and procedures are being followed, and that FLSS staff are aware of and understand them.
Public Information offices Liaison
Works closely with the Division Public Information Officer to communicate information in a timely manner about their organization with members of the public. This may include the need to plan, develop, and/or coordinate comprehensive communication programs, to include media (as well as social media), public affairs and publications, in close collaboration with other Division and/or public relations activities. This work will also require additional training to achieve certification or knowledge in order to complete tasks.
Other Duties as Assigned
This position requires:

• Excellent verbal and written communication skills
• Excellent interpersonal skills
• Experience in dealing with sensitive/confidential information
• Exceptional customer service ethic
• Self-directed, innovative, and enthusiastic
• Committed to safety, quality, and professionalism

Please Note:

• Only the application will be reviewed for the initial screening and comparative analysis steps. It is imperative that your application and answers to supplemental questions describe all of your relevant education, knowledge, skills, and experience as it relates to the requirements, duties, and preferred qualifications of this position as described within this announcement.
• Resumes, Cover Letters, or other documents submitted will only be used in later stages of the comparative analysis (transcripts submitted to verify that the applicant meets either the education requirement or minimum qualification substitution are exempt from this)
• *A transcript as described under "Complete Applications" must be submitted at the time of application to meet this qualification.

Five (5) years of administrative experience providing high-level office support, office management, and/or executive/Program Assistant support to executive staff and leadership. This experience must include the following:

• Coordinating communication and information between various leaders, customers, and stakeholders through writing, telephone, virtual meetings, or in person;
• Preparing reports and correspondence, including drafting, proofreading, and assembling materials for distribution to a wide range of audiences;
• Utilizing and navigating multiple computer systems/programs/applications to track data and produce reports;
• Event planning, both virtual and in person events, including meeting dates and times, space, resources, preparing materials, and managing frequently changing schedules;

Graduation from an accredited college or university with a bachelor's degree may be substituted for the experience on a year-for-year basis and (1) years of experience providing high-level office support to executive staff or leadership.

• Previous experience in general fire service and/or fire and Life Safety Programs.

• Previous experience in coordination, management, and implementation of purchasing programs.
• Previous experience with budget planning, tracking, reporting, and reconciliation.
• Previous experience with State-level accounting, financial, payroll, and travel reimbursement system and procedures.

• Requires successful completion of an extensive background investigation including reference checks, a polygraph examination, and fingerprint based criminal background check.
• Must be able to work a hybrid schedule.
• A valid driver's license required. This position may be required to travel using a state vehicle across the state.