Program Assistant I - Homelake - Monte Vista

Full Job Description

This position is open to current Colorado residents only.

Please note: This recruitment may be used to fill multiple vacancies.

The Colorado State Veterans Center at Homelake is a State-owned and operated skilled nursing facility and domiciliary dedicated to serving those who have served us. We strive to provide excellent customer service and to respect and honor resident choices regarding bathing, rising, bedtimes, and other personal decisions. Our philosophy is to provide residents a home where life and love abound.

Requirements

The Program Assistant will serve as HR Liaison, Payroll/Timekeeping Manager at the VCLC Homelake, including managing the interview process, initiating PAF for hires/terminations/reclassifications. Accounting function of Kronos/Timekeeping. This position will also provide support to the staff and department managers. In addition, this position provides technical support to the Nursing Home Administrator (NHA) making recommendations to the NHA, on policy and procedures, including internal and external programs and activities; tracks PMP activities and monitors compliance; processing and tracking all requests for personnel actions, FMLA, Employee Benefit systems and Workers’ Compensation through timely and consistent application of HR principles, State and Federal regulations and rules, and onsite reporting systems. This position also provides ancillary support to the facilities management team, including special projects.


Additionally, as a Program Assistant you can expect to:

• Lead the full-cycle recruitment process by partnering with HR Business Partners to post positions, write position descriptions, represent the facility at job fairs, and facilitate comprehensive new employee orientations.

• Direct the processing of all Personnel Action Forms (PAFs) through eClearance, ensuring accurate coding and salary information for hires, separations, reallocations, and disciplinary actions.

• Serve as the primary liaison for employee benefits, advising staff on insurance options, managing open enrollment meetings, and assisting with Life Change events via the Benefit Solver system.

• Oversee FMLA, STD, LTD, and Workers’ Compensation claims, acting as the bridge between employees and state agencies while tracking internal eligibility and documentation.

• Manage facility-wide timekeeping as the Kronos/UKG Administrator, auditing bi-weekly/monthly payroll for federal and state compliance, including overtime, on-call, and leave adjustments.

• Prepare and submit complex regulatory reports, including quarterly Payroll Based Journal (PBJ) data, VA/State staffing hours, and QAPI monitoring reports for turnover and injury trends.

• Act as the Facility Safety Officer, investigating workplace injuries, reporting "near-miss" incidents to the Safety Committee, and coordinating restricted/light-duty accommodations with department managers.

• Monitor personnel budgets and FTE reports in collaboration with the Business Office Manager and Nursing Home Administrator to ensure all positions are funded and compliant.

• Manage confidential personnel records and rosters, handle P-Card purchases for office supplies and travel, and oversee the supply inventory for the Homelake Market.

• Provide technical support and recommendations to the Nursing Home Administrator regarding HR policies, procedures, and internal programs to enhance staff morale and productivity.

• Other duties as assigned

Qualifications

Experience Only:

Four (4) years of relevant experience in an office environment supporting employees and management with timekeeping and human resources processes, policies, and procedures

Or

Education and Experience:

A combination of related education and/or relevant experience in an occupation related to the work assigned equal to four (4) years

• Ability to use Microsoft Office products such as Word, Excel, etc
• Ability to use Google products such as Google Docs, Google Calendar, etc.
• Knowledge of Kronos as this position will be the primary timekeeper for all Homelake Staff for CDHS
• Ability to process and track all clearance items incoming and outgoing in eClearance system
• Ability to exercise judgment and skill in resolving issues and finding answers
• Ability to onboard new staff members

• CDHS employees (all Direct contact with vulnerable persons):
  CBI name check and fingerprint check, ICON Colorado court database, Medicare fraud database, Reference Checks, Professional License verification (licensure requirements), Drug Screen, PREA (Division of Youth Services),Trails check (direct contact with children), CAPS (direct contact with adults – Mental Health Institutes, Regional Centers, Veterans Community Living Centers)
• Shift Work: Weekends, Holidays per business need
• Current/Valid and unrestricted US Driver’s License
• Travel: Driving of state vehicle for trainings, job fairs, or Market purchases
• Shift Work: Days, evenings, nights, weekends and/or holidays

• 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.

• Motor Vehicle Check , if the employee will drive a state-owned vehicle, either in an on-going capacity while performing their normal day-to-day job duties OR on occasion for training/meetings/client visits/etc

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

• Disclose that information on the application.

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

• 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. 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 a review and rating of all the information you submit.

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.

Additional Information

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

• The Assessment Process

• For additional recruiting questions, please contact: joel.drahos@state.co.us

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.