PROGRAM ASSISTANT to Administrative Solutions - Legal

Most State of Colorado employees are eligible for a great benefit package! Please see the Supplemental Information section below for details!

Office Of Administrative Solutions

Administrative Solutions (AdSol) provides management and oversight for key administrative and technical services that enable CDHS to achieve its goals. It is responsible for several support functions to make our agency as efficient, effective, and impactful as possible. Administrative Solutions is currently comprised of Human Resources, Facilities Management, Audit, Business Innovation, Technology and Security, Emergency Management, and Legal.

The Legal work unit  assists CDHS with identifying risk and complying with laws and regulations. The Chief Legal Director (CLD) serves as an internal consultant to CDHS through legal research, review of legislation and rules, and analysis of any regulatory changes needed based upon constitutional or statutory amendments. The Deputy Chief Legal Director (Deputy CLD) is a new role that will support the CLD and strengthen the department's conjoined legal and risk oversight. .The Legal work unit also supports divisions and programs within CDHS by serving as a single point of contact to navigate challenging legal issues, serves as the Department's primary liaison with the Office of Attorney General (OAG) on many matters, and coordinates the internal Department-wide written policy practice. This work unit provides the opportunity for CDHS to centralize and ensure consistency in its approach to engagement of the OAG on legal matters and analyze related policy and programmatic implications of legal issues impacting CDHS. 

The Legal work unit is comprised of Office of Appeals, Administrative Review Division, Health Facilities Quality Assurance, Public Assistance Quality Assurance, Youth Services Quality Assurance, CDHS CORA Manager, and CDHS Records Manager. The Legal work unit will also include the Audit Division and Emergency Management team effective May 2025.

The Office of Appeals (OOA) serves as the statutory designee of the Executive Director of the CDHS to issue Final Agency Decisions on behalf of the Colorado Department of Human Services. The OOA also includes the SNAP Hearings Unit which hears SNAP benefits appeals from clients concerning notice of actions issued from the 64 county departments in Colorado, pursuant to State Department regulations. 

This position has divided job duties with 50% of time allocated to the OOA, 25% time allocated to the Audit Division, and 25% time allocated to the Deputy CLD. 

This position provides a range of high-level office, technical, and administrative support to the Deputy CLD, Chief Adjudicator, and Audit Division Director as a Program Assistant. This position manages the purchasing process, travel, hardware and software licenses/leases, and administrative and personnel actions for the OOA and Audit. This position is responsible for all scheduling needs for the OOA and Audit teams. This position supports the Deputy CLD in reviewing, routing, and properly retaining legal mail and documents served on the CDHS. This position may, at the direction of the CLD or Deputy CLD, provide administrative and personnel support to other work units within Legal. This position processes all steps related to filling vacant positions and onboarding new employees within the OOA and Audit Division. 

Specific to the Office of Appeals, this position engages in the following daily duties: processes and serves legal notices, decisions and orders for a delegated caseload; proofreads and edits outgoing legal decisions and orders; reviews incoming legal decisions from the Office of Administrative Courts for any due process errors or other legal defects that might require an immediate remand; drafts legal procedural orders and Final Decisions Dismissing Appeal as directed by the Chief Adjudicator; serves as the OOA records coordinator; and certifies case records for judicial review. 

Specific to the Audit Division, this position will support both the audit and fraud units. Specific to fraud referrals, this role supports the intake and tracking of fraud referrals by reviewing material, summarizing details, and logging those referrals into a tracking system. They also ensure proper documentation and case number verification for accurate case management. 

This position works independently on multiple deadlines and projects as delegated by the Deputy CLD, Chief Adjudicator - OOA, or Audit Division Director. The Audit Division Director and Chief Adjudicator are collectively referred to in this Position Description as the “Leadership”. 

• Supports the DCLD in reviewing, routing, and properly retaining  legal mail and documents served on the CDHS
• Supports the management of the deputy CLD calendar
• Manages completion of designated Deputy CLD tasks
• Prioritizes a variety of functions and tasks for the Deputy CL daily or weekly in a busy office with a variety of competing demands
• Identifies and escalates to Deputy CLD opportunities for process improvement
• Conducts process improvements on all processes that pertain to the support for the Deputy CLD and Legal Unit groups
• Supports the coordination of the Legal Unit RDMS happenings including regular Quarterly Business Reviews and results mapping
• Actively participates in the Executive Assistant/Program Assistant Community of Practice
• Maintains confidentiality of personnel and other sensitive or confidential information
• Signs documents at the direction of (and on behalf of) the deputy CLD
• Supports and coordinates the internal CDHS department-wide policy system, structure, as well as tools and templates with the Policy Review Committee

• Supports the management of the Chief Adjudicator's calendar
• Manages completion of designated Chief Adjudicator's tasks
• Engages in the daily duties of issuing legal notices, decisions and orders for a delegated caseload
• Serves as customer service liaison with appellants or members of the community who call or email with questions about the OOA
• Serves as the OOA records coordinator and manages the retention and destruction of case files
• Certifies case records for judicial review
• Maintains communications with the Office of Administrative Courts concerning case files and the OOA's ability to secure information necessary to review and issue a final agency decision

• Manages completion of designated Audit Director's tasks
• Supports the management of the Audit Director's calendar
• Serves as customer service liaison with audit parties who call or email with questions about the Audit
• Serves as the Audit records coordinator and manages the retention and destruction of case files
• Works collaboratively and in tandem with Auditors
• Manages and processes fraud referrals received through multiple channels
• Verifies and retrieves CBMS case numbers from the online portal to ensure accurate case tracking
• Oversees fraud referrals 

• Coordinates with team and fiscal staff to maintain a list of all budget coding for teams and funding sources to use for purchasing
• Assists teams with invoice processing as needed
• Submits and processes requisitions that require a purchase order and/or contract with a vendor
• Completes official function payments, contracts and contract management, process invoices and receiving reports, and applying appropriate accounting codes
• Purchase office supplies for staff
• Receives, and stores supplies, training materials, and software licenses
• Responsible for OneCard/P-Card credit card usage and reporting
• Manages and reconciles purchase cards used for purchases and official functions
• Provides records for any audit requests to purchasing card authorities promptly
• Maintains purchasing records in compliance with accounting and procurement requirements
• Manages leadership travel approvals and reimbursement correspondence, reviewing the documents for accuracy and completeness, and determining if the request needs additional information
• Prepares and submits travel requests and travel reimbursements 

• Acts as the Official Timekeeper for OOA and the Audit Division
• Contacts leaders, supervisors and employees to correct missing or incorrect entries
• Assists leadership, supervisors and employees with questions related to KRONOS

• Performs routine administrative support to teams
• Handles logistics for stakeholder and work unit -wide meetings
• Processes all personnel action forms at the direction of the leadership and develops a working and advanced knowledge of eClearance
• Establishes a system to file work unit records electronically or hardcopy and archives documents as needed
• Serves as the first contact for building issues
• Maintain Audit and OOA organizational charts
• Integrated Document Solutions liaison for printing and other IDS needs
• Utilizes Salesforce, Google Suite, computer word processing, spreadsheet, and database software to review, edit, design, and prepare reports, memos and documents
• HP Liaison for the respective work units
• Orders and coordinates cell phone purchases or lease renewals with vendors and maintains a tracking system with serial numbers and renewal dates

Experience Only:

Five (5) years of administrative support experience which included supporting administrative leadership.

Or

Education and Experience:

A combination of related education and/or administrative support experience equal to five (5) years. Experience to include supporting administrative leadership. 

Preferred Qualifications and Experience:

• Previous or current experience working for the Colorado Department of Human Services, other State agencies, or the Federal government
• Experience providing support to legal professionals
• Experience with project coordination
• Experience working in a fast- paced environment
• Experience providing excellent customer service
• Detail-oriented and well organized
• Ability to work independently

• Standard Background. ALL CDHS employees (non-direct contact): Name check, TRAILS, CMS and JBITS CBI name check, ICON Colorado court database, Medicare fraud database, Reference checks, Professional License verification (licensure requirements), and drug screen (commercial Driver’s license). 
• Travel - This work requires occasional travel to oversee and monitor the team’s functions and/or liaison with community and county partners; travel may occur any day of the week.
• Former State employees who were disciplinarily terminated or resigned in lieu of termination must (1) disclose that information on the application (2) provide an explanation why the prior termination or resignation should not disqualify the applicant from the current position, (3) 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.

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 (dpa_state.personnelboard@state.co.us), 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.

How to Apply

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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 ADAA Coordinator, Nancy Schmelzer, at  cdhs_ada@state.co.us or call 1-800-929-0791.

~THE STATE OF COLORADO IS AN EQUAL OPPORTUNITY EMPLOYER~

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