Colorado Department of Revenue · 1 day ago
Program Assistant I
Denver, CO
Full-time
Onsite
Entry Level
4+ years expThe Colorado Department of Revenue is seeking a Program Assistant I to provide essential administrative and programmatic support to the Medical Services Section at the Colorado Mental Health Institute at Fort Logan. This role involves managing operational demands, assisting with daily operations, and ensuring compliance with hospital policies and procedures.
GovernmentIdentity ManagementTransportation
No H1B
Responsibilities
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
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
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
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.)
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
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
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
Qualification
Required
Four years of experience in an occupational field related to the work assigned to the position
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
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
Benefits
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.
Company
Colorado Department of Revenue
With just under 1500 employees, the Colorado Department of Revenue oversees the Division of Motor Vehicles, the Enforcement Division, the Colorado State Lottery, and the Taxation Division.
1001-5000 employees
Funding
Current Stage
Late StageLeadership Team
Lorri Dugan
Chief Financial Officer
Meghan Tanis
Chief Operating Officer/Deputy Executive Director
Recent News
2026-01-25
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