Administrative Unit Supervisor Job at State of Colorado Job Opportunities
Department Information
STATE OF COLORADO RESIDENCY REQUIRED AT TIME OF APPLICATION
NOTE: This announcement may be used to fill multiple openings.
The Department of Health Care Policy & Financing (HCPF) oversees and operates Health First Colorado (Colorado's Medicaid Program), Child Health Plan Plus (CHP+), and other state public health programs for qualified Coloradans. Our mission is to improve health care equity, access and outcomes for the people we serve while saving Coloradans money on health care and driving value for Colorado.
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.
As part of the State of Colorado, HCPF offers a competitive benefits package:
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PERA retirement benefits including PERA Defined Benefit Plan, PERA Defined Contribution Plan, plus 401K and 457 plans
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Medical, Dental, and Vision insurance coverage
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Automatic Short-Term and Optional Long-Term Disability Coverage
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Life and AD&D Insurance
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Flexible Spending Accounts (FSAs)
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Family Medical Leave Act (FMLA) job protection and State of Colorado Paid Family Medical Leave (PFML)
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11 Paid Holidays Annually and Accrued Annual and Sick Leave
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Accrued Sick Leave for State of Colorado Temporary Employees
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Flexplace and Flextime work arrangements
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Variety of discounts on services and products available through the State of Colorado's Work-Life Employment Discount Program
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Free RTD EcoPass to all eligible State Employees
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Credit Union of Colorado Membership Eligibility
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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. https://dhr.colorado.gov/dhr-resources/student-loan-forgiveness-programs
The Health Information Office (HIO) develops, implements, and maintains the Department’s Health Information Technology (HIT) and related Information Technology (IT) infrastructure, while coordinating with the Governor’s Office of Information Technology and other stakeholders on HIT and IT projects that impact the Department. Major responsibilities of the Health Information Office include enhancing and maintaining the Department’s health care claims payment system (Medicaid Management Information System or MMIS) and client eligibility system (Colorado Benefits Management System or CBMS) by developing requirements documentation, reviewing detailed system design approaches, proposing systems and integration solutions to program staff and implementing systems solutions to support Department initiatives. In addition to aligning the Department’s infrastructure, this Office creates a foundation for emerging HIT solutions that will be necessary to implement the Department’s transformational vision for the future of Medicaid. The Health Information Office is composed of the Medicaid Integration, Data & Alignment (MIDA) Division, HIO Systems Division, HIO EPMO Division, Health IT Division, and Purchasing and Contracting Services Section. The Medicaid Operations Office (MOO) is composed of the Eligibility Division, Fraud Waste & Abuse Division, Provider Fiscal Agent & Operations Division and the Client Service Division.
The HIO/MOO Administrative Unit provides office, administrative, program and hiring support to the Management team for both offices in consultation with the Human Resources Section. This unit consists of six administrative positions to fulfill the day-to-day paraprofessional requirements of the Health Information Office and the Medicaid Operations Office. This unit arranges and coordinates all of the Office’s functions and activities.
We are onboarding new employees using a hybrid approach. The Department supports flexible work arrangements. Depending on the business need and description of the position, we have options that range from fully remote, hybrid, to full-time in the office. Specific discussions about the schedule will be discussed during the offer stage.
**Please note - equipment provisioning and certain onboarding tasks will take place in person, in our downtown Denver office, on the first day of employment.**
Description of Job
The HIO/MOO Administrative Unit welcomes your interest in the Administrative Unit Supervisor position. This position is required to possess a higher level of knowledge, decision making abilities and authority to routinely review and approve critical program and policies to support the Health Information Office and the Medicaid Operations Office. This includes implementing procedures that will impact the ongoing operations for each office. This position has the authority to propose new strategies, processes, guidelines and rules to ensure the Administration Unit operates in a standardized way to ensure the overall mission of each office is met and implemented.
Responsibilities in this position includes:
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Manage six full time administrative staff in support of the Health Information Office (HIO) and the Medicaid Operations Office (MOO).
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Directs office administrative projects, staff supervision, and ensuring the Administrative team delivers tasks timely and correctly, this includes in-person office supervision as directed by the Office Directors and the MIDA Division Director.
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Provide organizational support for the HIO and MOO supervisors, managers, and directors with navigating the hiring process, and in-person and virtual training of new employees.
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Distribute assignments to administrative support staff, oversee the workloads and is responsible for the work product.
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Create materials and establish work processes to improve the overall administrative support for the HIO/MOO management team and staff.
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Coordinate with various sections, divisions, and offices within the Department to maintain and improve the day to day operations of HIO and MOO.
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Set up and arrange tables and chairs in conference rooms for meetings, organizing special activities and assisting with managing the front desk, assuring the Admin Staff is in-person assisting managing the front desk for visitations or deliveries. Ensure that HIO and MOO are aligned wherever possible in business processes to maximize efficiency while ensuring compliance of departmental policies and procedures.
Ensure administrative staff complete time cards monthly; ensure HIO and MOO travel requests are completed on time and accurately, including special exceptions, assist with the planning and set up of office events; HIO and MOO SharePoint site page management for the administrative team and HIO office director as requested; organizational chart tracking and updating, and telephone and written inquiries from internal and external parties.
Create tools and processes to guide and prepare new employees with Department and HIO/MOO protocols.
Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights
Bachelor's degree from an accredited institution in a field of study related to the work assignment.
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Four years of experience in any of the following areas or similar work experience:
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areas of analyzing, identifying, and devising support decisions to ensure the day to day operations continue to function to meet the needs of the organizational policies and procedures;
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creating work processes and trainings;
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preparing budget spreadsheets, overseeing operational accounting, and purchasing transactions, creating job aids, record management, and process flows.
Preferred Qualifications
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Prior state experience related to the duties of this position
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Exceptional writing and proofreading skills;
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Knowledge of how to gather and analyze data and produce reports of findings;
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Experience with program development involving complex problem resolution;
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Two years of supervisory experience
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Creativity and innovation including the ability to come up with unusual or clever ideas about a given topic or situation, or to develop creative ways to present materials;
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Ability to set and prioritize workload, develop a work plan with tasks, time frames, milestones, resources, and dependencies;
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Strong communication skills, verbal, and written.
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Ability to be self-motivated and self-directed, while possessing the ability to work in a team environment.
Substitutions:
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Appropriate education will substitute for the required experience on a year-for-year basis.
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Appropriate experience will substitute for the required experience on a year-for-year basis.
DEFINITION OF PROFESSIONAL EXPERIENCE: Work that involves exercising discretion, analytical skill, judgment, personal accountability, and responsibility for creating, developing, integrating, applying, and sharing an organized body of knowledge that characteristically is uniquely acquired through an intense education or training regimen at a recognized college or university; equivalent to the curriculum requirements for a bachelor's or higher degree with major study in or pertinent to the specialized field; and continuously studied to explore, extend, and use additional discoveries, interpretations, and application and to improve data, materials, equipment, applications and methods.
CONDITIONS OF EMPLOYMENT
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All positions at HCPF are security sensitive positions and require that the individuals undergo a criminal record background check as a condition of employment.
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Employees who have been disciplinary terminated, resigned in lieu of disciplinary termination, or negotiated their termination from the State of Colorado must disclose this information on the application.
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.
Supplemental Information
How to Apply
(PLEASE READ CAREFULLY)
Please note that ONLY your State of Colorado job application will be reviewed during the initial screening; if you submit a resume and cover letter, they will be reviewed in later stages of the selection process. Therefore, it is paramount that you clearly describe all your relevant experience on the application itself. Applications left blank or marked "SEE RESUME" will not be considered.
Your application will be reviewed against the minimum qualifications for the position. If your application demonstrates that you meet the minimum qualifications, you will be invited to the comparative analysis process, which is described below.
Comparative Analysis Process
The comparative analysis process will consist primarily of a review of applications against the minimum and preferred qualifications of this position. Applications will be reviewed in comparison to all others in the applicant pool in order to identify a top group of candidates who may be invited for a final interview. Depending on the size of the applicant pool, additional selection processes may be utilized to identify a top group of candidates. Applicants will be notified of their status via email.
Failure to submit properly completed documents by the closing date will result in your application being rejected.
ADAAA Accommodations: The State of Colorado believes that equity, diversity, and inclusion drive 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.
The Department of Health Care Policy & Financing 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 ADAAA Coordinator, Virginia Miller, at virginia.miller@state.co.us.
The Department of Health Care Policy & Financing does not offer sponsored visas for employment purposes.
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