Program Assistant I

Full Job Description

You are required to work at your assigned work location during your scheduled work times.

About Fort Logan
The Colorado Department of Human Services (CDHS) connects people to assistance, resources and support for living independently in our state. We are the people who help people. Colorado has a state-supervised and county-administered human services system. Our mission is collaborating with our partners to design and deliver high-quality human and health services that improve the safety, independence, and well-being of the people of Colorado. Our vision is that the people of Colorado are safe, healthy, and prepared to achieve their greatest aspirations. Through our core values listed below, CDHS staff is committed to:

· Individual dignity and respect;
· Person-centered, evidence-based care;
· Trauma-informed recovery;
· Multidisciplinary collaboration;
· Diversity and inclusion;
· Strong family and community partnerships.
The Colorado Mental Health Institute at Fort Logan (CMHHIFL) is one of two state hospitals serving our community. The vision of CMHHIFL is to provide the highest quality mental health services to persons with complex, serious, and persistent mental illness within the resources available. Our mission is to support those individuals in achieving their recovery goals and reaching their full potential. CMHHIFL provides inpatient treatment to adult patients, generally between the ages of 18-59. The hospital currently has 138 adult inpatient beds across more than six treatment milieus, serving civil and forensic individuals. Medical services, occupational therapy, neuropsychological-rehabilitation services, and trauma-informed care services are available for all patients throughout the hospital.
The Medical Services Section exists to promote and protect the health of patients and staff by overseeing, providing, and coordinating all medically related care and clinical analyses necessary for the proper evaluation and treatment of the hospital’s patients, and by managing the infection control and employee health programs.

Requirements

About the work unit and this position:
CMHHIFL has expanded its bed capacity by adding two new units, which include an additional 44 beds. These beds are designated for forensic patients who are deemed incompetent to stand trial and require inpatient psychiatric evaluation and treatment. Additionally, 16 more beds will be allocated for forensic patients within the Medical Services building. This expansion will result in a projected 64% increase in the hospital's patient capacity with the new forensics unit, which is set to open in late 2025. This expansion will lead to a heightened workload in the Medical Services department, necessitating adjustments in staffing roles to maintain high-quality care and patient safety. This position will be crucial in managing the enhanced operational demand across all internal medical services areas. The purpose of this position is to provide essential administrative and programmatic support to the Medical Services Section to assist with daily operations, the efficient coordination of services, and compliance with the hospital policies and procedures. This position supports a wide range of duties, including timekeeping, procurement assistance, communication, scheduling, assisting with budget management, survey preparation, and providing cross-coverage for Outside Medical during staff absences or times of increased workload.

Job Duties:
Medical Services Administrative and Program Support:

• Provides administrative and clerical support to the Medical Services Section. It performs routine tasks such as data entry, recordkeeping, invoice processing, scheduling, and document preparation.
• Ensures consistent operational support following established policies and procedures. This role contributes to the effective and compliant operation of the unit's daily activities.

Front Desk and General Support: Serving as the Medical Clinic representative at the front desk area, providing continuity of presence and communication to the work unit and ensuring smooth operations by:· Presenting a professional appearance to represent the work unit.· Ensuring proper communication across the unit (i.e.

answering and directing calls and messages, communicating pertinent information; etc.).· Greeting and directing guests/customers.· Serving as a liaison between guests/customers and Medical Services staff.· Referring or escalating issues to appropriate staff as needed.· Picking up and dropping off mail.· Submitting service tickets to the appropriate departments for issue resolution (i.e.

facilities, OIT, etc.).· Maintaining a clean and professional appearance of the Medical Clinic area

• Support the Medical Services Director by organizing documents, facilitating communication, preparing presentations and meeting materials, refining presentations, facilitating communication between the Medical Services Director and other parties, assisting with scheduling, etc.

System Utilization and Data Management:

• Key responsibilities include serving as the unit timekeeper and assisting with survey preparations.
• Uses various hospital systems—such as the electronic health record, Kronos, and CORE—to locate and review information or documentation; gather information as requested by Medical Services staff and the Medical Services Director; and generate reports for audits and verifications.
• Learns to use the State’s financial system (e.g., CORE) to research and obtain historical and current financial data related to vendors, expenditures, and payments; verify proper payment details such as coding strings, POs, and GAEs; generate and inform reports; and complete invoice payment steps, including creating Receiving Confirmations (RCs).
• Serves as the unit timekeeper utilizing Kronos and assists with tasks in the State’s human resources and procurement system (e.g., eClearance) to support the work unit by creating Personnel Action Forms (PAFs), posting positions, updating position descriptions, processing separations, submitting procurement requests, and monitoring the status of those requests.

Survey and Accreditation PreparationAssisting with the completion of regular compliance, verifications, etc. documents with the proper signatures by the given deadlines and as needed (i.e.

ensuring registration for annual training, record of provider licenses, annual Environment of Care training, annual lead apron evaluations, annual physicist evaluations, annual equipment registrations, etc.)

Procurement, Contacts, and Inventory Management

• Key responsibilities include assisting with tracking and projecting budgets and facilitating procurement requests.

Contributes to the effective and compliant operation of the unit's daily activities.Generating new, renewing existing, and/or reactivating work unit purchase orders, contracts, agreements, etc.

via collaboration with Contracts and Procurement; maintaining a current list of approved/authorized vendors

Assisting in developing inventory tracking and management, and gathering information on work unit needs (i.e.

performing annual inventory assessments to determine the status and need of the work unit from capital purchase requests to smaller, regular program operational requests); compiling this data into a format that is easily digestible

• Assisting with procurement of work unit supplies/equipment, tracking and assisting with reconciliation of expenditures, and assisting other work unit areas in billing-related matters
• Verifying, submitting, and tracking monthly invoicing
• Maintaining a valid purchase card status; assisting in reconciling purchase card charges by the deadlines
• Following basic purchasing rules and regulations (i.e. purchase card, capital outlay, purchase orders, when to obtain approval and from what department {i.e. OIT approval for computer items, etc.) and purchasing items accordingly.
• Develop a method of tracking when to notify the Medical Services Director and Unit Administrator of departments that are nearing their annual budget allotment so that discussions and monitoring can be implemented to avoid exceeding the budget limit.

Utilization & Budget/Financial Review, Reporting, & Projections for Work Unit Programs:

Support the Medical Services work unit by assisting with regular monitoring, reconciliation, and status reports (reports to include expenditure tracking and cost projections based upon previous expenditures; budget trend reports; budget changes from fiscal year to year; etc.) by using various systems (i.e.

CORE, budget reports from CFO office, spreadsheet that was created by the incumbent, etc.) for each department in the work unit.

Assist in reviewing and organizing information to explain variances and anomalies.

Assist in managing and maintaining an inventory of contracted agreements. Use CORE for inquiries, data collection, and to verify expenditures and contracted agreements.

Follow up with discrepancies in a timely manner until resolution is reached.

Assist in organizing and translating work unit program expenditures and claims data into datasets for financial reporting and analysis.

Format and organize data sets from different perspectives and translate into worksheets, spreadsheets, reports, and graphs that are easily understandable (by department, by program, etc.).

Further break down the data into pertinent categories, such as number of radiology appointments by type, date, patient, patient team, ordering provider, or follow up event.

Compile and present data to support recommendations to management, CFO, and General Accounting Office regarding the amount of funds to encumber based on utilization trends and current contract agreements for the amount of contingency dollars to be protected based upon individualized scenarios to account for downstream provider charges that may be unknown and not billed for up to 2 years from the time of an event.

Compile and organize data from work unit expenditures into separate databases to enable accurate utilization and financial tracking and various types of reports (i.e.

current expenditures, services incurred but claims not received, etc. by department object code, etc.) by determining what applications to use (i.e.

Excel, Access, Word, etc.), what data points need to be captured, (i.e.

patient, provider, services, costs, contract rate, department object code, etc.), and how to best present this data for further analysis.

Outside Medical Program Associate - Cross-Coverage:

• Provides cross-coverage support for assisting with daily operations of the Outside Medical Program from provider order to claims payment.
• Supports liaison functions among internal departments and external entities (e.g., providers, consultants, Fort Logan teams and physicians, third-party administrators, reviewing/approving entities, Patient Accounts, Contracts and Procurement, and Financial Office), to help ensure coordination, compliance, and continuity of care.

Applies basic knowledge of medical billing procedures, regulations, data systems, and interdepartmental processes to assist with timely delivery of services and accurate financial processing for all types of Outside Medical events (e.g., emergency, routine).

Ensures required steps are taken for regulatory compliance (e.g., IMD Exclusion Act, CMS) by following established procedures.


Other Duties As Assigned

Qualifications




Minimum Qualifications


Four years of experience in an occupational field related to the work assigned to the position.

OR

Education and Experience:
A combination of related education in Business Administration, Healthcare Administration, Healthcare Services, Office Administration / Office Management, or Public Administration and/or relevant experience in an Administrative or clerical support role within a medical, healthcare, or public service environment, or an occupation related to the work assigned, equal to four (4) years

Preferred Qualifications:
• Previous State employee

• Proficiency with Microsoft Office Suite and Google Workspace

• Experience using data entry systems (e.g., electronic health records, Kronos, or similar platforms)

• Procurement, inventory and financial tracking

• Ability to manage and maintain accurate records and documentation, track deadlines, and update logs

• Develop, implement, and maintain provider schedules

• Strong organization and Time Management skills

• Professionalism in greeting customers, answering phones, and handling routine inquiries

• Clear verbal and written communication adjusted for different audiences
• Ability to work with confidential information appropriately
• Ability to work independently and as part of a team
• Comfortable assisting multiple departments with varying tasks and priorities
• Customer Service - Professionalism
• Medical Front Office Management
• Provider Scheduling
• Fiscal & Procurement Support
• Data Gathering & Research
• Regulatory Compliance - HIPAA regulations


Conditions of employment:

• Full Background Check
• Must be at least 21 years of age or older
• Influenza vaccination is required and must comply with any additional vaccinations as required by the State of Colorado
• Former State employees who were disciplinarily terminated or resigned in lieu of termination must:

  • Disclose that information on the application.

  • Provide an explanation why the prior termination or resignation should not disqualify the applicant from the current position.

  • Provide the employee number from the applicant’s 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 Statewide Hiring Freeze NON-EXEMPTED position ONLY:

  • This job offer is contingent upon funding availability from all sources, including state and federal (if applicable), to start or continue.

• For additional recruiting questions, please contact Jeru Marshall: jerusalen.marshall@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.

Required Supplemental Questions:

(Multiple Choice) The bottom of this job announcement provides links to additional information on how to apply, the assessment process, toll free applicant technical support, and about how the State of Colorado is an equal opportunity employer.

Please acknowledge below that you have read the information provided in these links.This information is available to me and I have read this information.

I am unable to access the links with this information on the job posting. (If you select this option, please contact the recruiter, whose information is listed on this announcement, so that they can send this information directly to you.)

Your legal name is used in the hiring process for background checks. Did you use your full legal name in your application? If not, please update your information before submitting your application. Yes/No

If you are a current or former State of Colorado employee, please list your employee number (starts with 997…). Your application may be considered incomplete if you do not provide this information.

An incomplete application may not move forward in the Selection process.

If you are a former or current state employee, please identify what state agency you work(ed) with and how many years of relevant state service you have related to the position you are applying for.

(Ensure this is listed on your application under work experience).

Former State employees who were disciplinarily terminated or resigned in lieu of termination must disclose the information on the application.

In the space below, please explain why the prior termination or resignation should not disqualify your application from the current position.

Toll Free Applicant Technical Support