CBMS Funding Coordinator - Hybrid Working Arrangements

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CBMS Funding Coordinator - Hybrid Working Arrangements

Salary

$2,154.92 - $3,448.15 Biweekly

Location

Denver Metro, CO

Job Type

Full Time

Job Number

IHA 06972 04/30/2024

Department

Colorado Department of Human Services

Division

Financial Services

Opening Date

05/08/2024

Closing Date

5/19/2024 11:59 PM Mountain

FLSA

Determined by Position

Type of Announcement

This position is open only to Colorado state residents.

Primary Physical Work Address

1575 Sherman Street Denver, CO

FLSA Status

Exempt; position is not eligible for overtime compensation.

Department Contact Information

jessica.stroman@state.co.us

Salary Note

Although the full salary range for this position is provided, appointments are typically made at or near the range minimum.

How To Apply

Please submit an online application for this position at https://www.governmentjobs.com/careers/colorado. 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 to current Colorado residents only.

Please note: This recruitment may be used to fill multiple vacancies.

Most State of Colorado employees are eligible for a great benefit package! Please see the Supplemental Information section below for details! (https://dhr.colorado.gov/state-employees/state-of-colorado-employee-benefits)

Administrative Solutions

Administrative Solutions (AS) provides management and oversight for key administrative and technical services that enables CDHS to achieve its goals. It is responsible for a number of support functions to make our agency as efficient, effective, and impactful as possible. Administrative Solutions comprises Human Resources; Facilities Management; Audit; Business Innovation, Technology and Security; Emergency Management; Legal; and Leadership & Organizational Development.

Business Innovation, Technology and Security

Business Innovation, Technology, and Security (BITS) is responsible for managing the Department’s information technology (IT) providers, including relations with the Governor’s Office of Information Technology (OIT). The division serves as the main point of contact for departmental issues involving technology resources and needs and coordinates activities with CDHS’ program staff for IT support, operations, maintenance, modernization and implementation of new IT systems.

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CDHSCareers

Description of Job

This is a Hybrid work position.

Please note: These working arrangements are subject to change.

About this Position:

This position is responsible for project coordination within the Colorado Benefits Management System group. The Funding Coordinator provides program and project support by updating project plans, reconciling budgets, coordinating deliverables, and ensuring project artifacts are gathered and stored. The Funding Coordinator collaborates, negotiates, and works within a matrixed organization

Key responsibility can include:

Perform Project Funding

Adhere to and improve the project funding process to better serve customers.

• Coordinate and communicate all formal authorizations of work done by vendors. Prepare funding approvals with clear and accurate information on the source of funding, any terms and conditions for payment and any other information necessary to communicate the activity being authorized.

• Project records are accurately maintained in the established funding tracking tools for all information related to funding, budget and invoicing. Notes are created on the project record to keep staff updated on funding related matters relevant to the project.

• The following steps are completed during the SDLC:

• Fund project based off total hours in approved vendor quote

• Check hours - adjust funding decrease or increase, as needed

• Ensure hours are correct at design stage - notify vendor if wrong and ask for resubmission

• Fund increases if required at the time of a project change, track inclusion in Deliverables

• Review project change requests and send for funding authorization if needed

• Review all submitted Invoices, preliminary review for accuracy

• Invoices are stored and marked paid in the established funding tracking tool

• Send to agencies for approval on their projects

• Approve invoice, after validating, and send it to CBMS Management and the HCPF Finance Team so they can review and pay invoice

• Processes related to project funding and invoicing are regularly reviewed to identify inefficiencies and potential improvements.

• Identify and implement steps to improve communication with customer staff and project teams throughout the life of the project.

• Maintain an accurate record of contractual pool approvals and balances.

• Work with vendors to resolve discrepancies prior to invoicing.

• Provide pool information and status to pool managers and management, upon request.

• Meet with the vendor, as needed, to prepare accurate invoices for submission to the State. Invoices are reviewed and either approved or rejected within one week of receipt.

Project Coordination

• Manage multiple tasks within deadlines and determine priority meanwhile interacting with all levels of management and across departments, vendors, customer agencies and organizational boundaries.

• Identify and mitigate risks and resolve issues to ensure project success.

• Determine steps to be taken to ensure deadlines and deliverables

• Determine when follow up is necessary to ensure task delivery from Vendor, State or Program Areas.

• Enforce processes to improve data quality. For example, if the document isn’t complete or the data is incorrect, requests are made to keep the payments on schedule.

• Analyze and coordinate with the customer, Portfolio Managers, Project Managers, business analysis, testing staff, Product Owner and vendors (when necessary) to ensure projects are on-boarded properly with all documentation received and recorded properly.

• Decide the nature of the project for project gating, status, reporting and dashboards and ensure the customer has the ability to see status and/or plan of any documented project.

• Identify and implement steps to improve communication with customer staff and project teams throughout the life of the project.

Budget Coordination

• This position manages the CBMS/PEAK budget process in coordination with the multi-agency budget team (based on the Long Bill). The base budget of $20 million (as of FY23-24) designated to enhancements is managed primarily by the multi-agency budget team and this position.

Other Duties as Assigned

Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights

Experience Only:

• Six (6) years of experience in Project Management or similar field with at least 2 of those years working with budgets in a large corporation

OR

Education and Experience:

• A combination of related education and/or experience in Project Management or similar field with at least 2 of those years working with budgets in a large corporation equal to six (6) years

  Substitutions

• Additional appropriate experience will substitute for the degree requirement on a year-for-year basis.

• Additional appropriate education will substitute for the required experience on a year-for-year basis

Preferred Qualifications:

• Smartsheet experience

• Report writing experience

Conditions of Employment:

• A pre-employment background check will be conducted as part of the selection process (to include reference checks).

• The position may be required to travel in the Denver Metro area periodically and to locations through the state occasionally.

• Follow the direction of CDHS leadership and Covid requirements that are subject to change

• 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.

Supplemental Information

How to Apply (https://cdhs.colorado.gov/information-for-job-applicants#how-to-apply)

The Assessment Process

For additional recruiting questions, please contactJessica.stroman@state.co.us

(Benefits Section - For Permanent Positions Only)

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 (https://www.colorado.gov/cdhs) (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 (https://coloradostateofhealth.com/)

• 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 (https://cdhs.colorado.gov/information-for-job-applicants#eoe)

  Toll Free Applicant Technical Support

The State of Colorado offers permanent employees a variety of benefits including medical, dental, life and disability insurance, as well as a comprehensive leave program. Please click the following link for detailed information: www.colorado.gov/pacific/dhr/benefits

Please note that each agency's contact information is different; therefore, we encourage all applicants to view the full, official job announcement which includes contact information and class title. Select the job you wish to view, then click on the "Print" icon.

01

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 provide an explanation as to why the prior termination or resignation should NOT disqualify your application from the current position.

02

If you are a current or former State of Colorado employee, please list your employee number (starts with 997...). Failure to provide this requested information may render your application incomplete, and you may no longer be considered for the position.

03

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

  04

  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.)

  05

  Please describe your experience with project management.

  06

  Please specifically list the employer that you worked for and years of experience with which you have budget experience.

  07

  Do you experience with Smartsheet's?

• Yes

• No

  08

  Do you have report writing experience?

• Yes

• No

  Required Question

Agency

State of Colorado

Address

See the full announcement by clicking

the "Printer" icon located above the job title

Location varies by announcement, Colorado, --

Website

https://careers.colorado.gov/

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