Program Assistant I

Program Assistant I Print ( Apply ufeff Program Assistant I Salary $25.67 - $41.07 Hourly Location Denver, CO Job Type Full Time Job Number IIC 07349 2/2/2026 Department Colorado Department of Human Services Division OBH - CMHIFL Opening Date 02/02/2026 Closing Date 2/16/2026 11:59 PM Mountain FLSA Determined by Position Type of Announcement This position is open only to Colorado state residents. Primary Physical Work Address 3520 West Oxford Street, Denver , CO 80236 FLSA Status Non-Exempt; position is eligible for overtime compensation. Department Contact Information How To Apply Please submit an online application for this position at Reach out to the Department Contact to apply using a paper application, including any supplemental questions. Failure to submit a complete and timely application may result in the rejection of your application. Applicants are responsible for ensuring that application materials are received by the appropriate Human Resources office before the closing date and time listed. + Description + Benefits + Questions Department Information This position is open only to Colorado state residents. You are required to work at your assigned work location during your scheduled work times. Please note: Work arrangements are subject to change at any time. 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: u00b7 Individual dignity and respect; u00b7 Person-centered, evidence-based care; u00b7 Trauma-informed recovery; u00b7 Multidisciplinary collaboration; u00b7 Diversity and inclusion; u00b7 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 hospitalu2019s patients, and by managing the infection control and employee health programs. Description of Job 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: u00b7 Presenting a professional appearance to represent the work unit. u00b7 Ensuring proper communication across the unit (i.e. answering and directing calls and messages, communicating pertinent information; etc.). u00b7 Greeting and directing guests/customers. u00b7 Serving as a liaison between guests/customers and Medical Services staff. u00b7 Referring or escalating issues to appropriate staff as needed. u00b7 Picking up and dropping off mail. u00b7 Submitting service tickets to the appropriate departments for issue resolution (i.e. facilities, OIT, etc.). u00b7 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 systemsu2014such as the electronic health record, Kronos, and COREu2014to 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 Stateu2019s 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 Stateu2019s 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 Preparation + Assisting 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 Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights 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 applicantu2019s 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

Created: 2026-02-05