HR Operations - Technician III.

Department Information

This position is open to current Colorado residents only.

Please note: This recruitment will 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!

Facility & Division Information

Human Resources

Operations & Strategy, Division of Human Resources (DHR) exists to provide decentralized human resources services to the public, applicants, managers, and employees who work for the Colorado Department of Human Services (CDHS). The Human Resources Operations unit acts as a liaison between HR and other business units to align CDHS’s people strategy with its business strategy.

The unit ensures that HR practices support the organization’s overall goals while remaining in compliance with appropriate employment laws, statutes, and regulations.

The Operations team oversees Personnel Action Forms (PAFs), personnel files, and other forms and processes related to HR systems. They assist with name changes, State ID badge replacements, file reviews, and file transfers. This unit also guides the acquisition of personal services.

Description Of Job

Weekly Hybrid Working Arrangements

Minimum 2 days in the office and Maximum 3 days Remote Work

Please note: Work arrangements are subject to change at any time.

Description Of Job

The purpose of this position is to provide technical guidance, support, and assistance to HR staff, employees, managers, appointing authorities, and executive directors as it relates to employee personnel actions and position information.

This position is responsible for operational and technical duties, including accurate data entry into multiple information technology systems in a timely manner and reporting on such information; assisting employees and the public with interpreting forms and procedures.

Additionally, this position is responsible for onboarding new employees and setting up and assisting with new employee orientation; assisting the department with employee/personnel projects as requested. This position also supports and assists the HR specialist with recruitment activities. Responsible for providing professional customer service and responding to requests within 24 hours.

Primary Job Duties Include

Unemployment / Badges -

• Responsible for coordinating the HR State ID badge making process; ensuring all new hire badges and reprint badges are created according to standard process; order supplies to ensure appropriate stock is always on hand.
• Working with the approved badge machine vendor, ensure badge templates are accurate and up to date.
• Is the first point of contact for badge concerns stemming from the divisions that the Denver HR Operations team supports.
• Evaluate, investigate and respond to all CDHS unemployment claims; respond to unemployment requests within two business days; contact appointing authorities and HR business partners as needed to ensure claim is complete and processed timely.

Data / Information Management -

• Receive, interpret, verify and process personnel actions (PAF’s) in electronic workflow systems for completeness and compliance with State Personnel rules and CDHS procedures.
• Research and resolve discrepancies in personnel action data and required documentation.
• Responsible for timely entry, validation and accuracy of all personnel and position information into HR information technology systems and maintaining a variety of confidential employee information in related information technology systems.
• Communicate with internal and external stakeholders to ensure each personnel action is complete and complies with State and departmental policies and procedures.
• Monitor, evaluate, update employee employment status in the HR/Payroll system and inform employees of such change.
• Calculate employment service date for candidates that have previously worked for a State agency.
• Responsible for ensuring accuracy of data in multiple information technology systems and databases and providing accurate reporting on such data.
• Adapt to and master new system applications and processes as implemented by the department or State. Compile and distribute reports as requested.
• Maintain confidentiality of all human resource data.

Professional / Technical Guidance -

• Respond to inquiries and provide technical guidance on CDHS operational processes, procedures and forms to internal and external stakeholders, including but not limited to appointing authorities, supervisors, managers, staff, applicants and the public.
• Responsible for initiating the pre-employment background process for new hires to ensure every candidate passes all aspects of the background process, prior to starting work for CDHS.
• Monitor multiple background information systems to ensure candidate is complying with required deadlines; contact candidate and hiring authority if candidate is not in compliance with expected deadlines and assist with determining a solution.
• Provide new hires with pre-boarding forms and new employee information; ensure all required new hire documentation is complete and in compliance with Federal, State and CDHS requirements.
• Monitor and manage the CDHS badge process to ensure all employees have a working ID badge.
• Contribute to and assist with creating, updating and upholding operational procedures.

Customer Service -

• Provide responsive follow-up to all inquiries received including, but not limited to, those received by phone call, email, phone message or instant message.
• Maintain a positive approach when handling customer inquiries and/or complaints.
• Actively listen to understand customer needs and provide a proactive customized solution.

Professional Development -

• Participate in professional development coursework, training sessions and/or seminars on an ongoing basis.
• Enhances individual and unit effectiveness by completing special projects and stretch assignments accordingly.
• Stay abreast of current developments and best practices in HR disciplines.

Other Duties As Assigned -

• Any other duties that aren’t covered in the above duty statements that need to be completed by this position to meet the needs of the agency and department.

Minimum Qualifications

Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights

Option 1: Experience Only

Three (3) years of full-time experience performing high-volume data entry and processing with accuracy

OR

Option 2: Education and Experience

A combination of related education and/or relevant experience in an occupation related to the work assigned to this position, to include high volume data entry, demonstrated ability to provide outstanding customer service and develop productive working relationships with all stakeholders, and/or demonstrated ability to prioritize work when working in a fast-paced environment equal to three (3) years.

Substitutions

• Additional appropriate education will substitute for the required experience on a year-for-year basis (e.g. BA degree in Business Administration, Human Resources, etc.)
• Additional appropriate experience will substitute for the degree requirement on a year-for-year basis.

Preferred Qualifications

• Experience working directly in human resources or with human resources staff
• Experience performing data entry
• Experience working with confidential employment records and information
• Experience with G-suite applications and or AppSheets
• Demonstrated ability to provide outstanding customer service and develop productive working relationships with all stakeholders.
• Excellent written and oral communication skills.
• Demonstrated proficiency with multiple information technology systems.
• Strong sense of professionalism and proven ability to maintain confidentiality with sensitive and private information.
• Ability to adapt and thrive in a changing work environment; ability to accept and manage new challenges and opportunities.
• Initiative & self-management; the passion and ability to dive into the work and accomplish tasks within established timeframes; ability to multitask and produce quality results evenly
• Demonstrated problem solving and critical thinking skills
• The ability and motivation to develop creative solutions to complex, interpersonal, process, and systemic challenges
• COWINS Partnership Agreement: Relevant years of State service, prorated for part-time, that contribute to a candidate's position-related knowledge, skill, ability, behavior, or other posted competency should be considered as a preferred qualification and given weight under the process.
• TRANSFERS ONLY : Relevant years of State service will be considered as a preferred qualification and given the weight of at least 15% of the overall score under the process.

Conditions of Employment

• Standard background check and reference check required
• This position requires State of Colorado residency at the time of application (unless otherwise identified in the posting), and residency within the state throughout the duration of employment in this position.
• Travel - Ability to travel to attend required meetings, work events, trainings, etc. throughout Colorado
• Former State employees who were disciplinarily terminated or resigned in lieu of termination must:
• Disclose that information on the application.
• Explain why the prior termination or resignation should not disqualify you from the current position.
• Provide your employee number from your 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.

Important Note: Please review your application to ensure completion. For the most equitable applicant experience, CDHS's hiring teams consider only the contents of your application to determine meeting minimum qualifications and for the comparative analysis process.

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 in the application form. Do not use "see resume" or "see attached."

You must meet the minimum qualifications to continue in the selection process. Part-time work experience will be prorated.

Comparative Analysis Process – Structured Application Review

After minimum qualification screening, the comparative analysis process will involve reviewing and rating of all the information you submit. The comparative analysis step may also include your results from standardized testing.

Your Work Experience/Job Duties

Document your work experience/job duties to the extent to which you possess the skills, education, experience, minimum qualifications, and preferred qualifications.

If listed, answer all supplemental questions as your answers to these questions will be evaluated during this phase. Provide at least 4-8 sentences for each supplemental question.

Supplemental Questions

Answer the supplemental questions completely and thoughtfully. We will rate your answers based on the content of your response and your writing skills (spelling, grammar, and clarity of your writing).

Appeal Rights

You may file an appeal with the State Personnel Board or request a review by the State Personnel Director if your application is eliminated. You will find the appeals process, the official appeal form, and how to deliver it on the State Personnel Board website.

• You or your representative must sign and submit the official appeal form for review.
• You can find the official appeal form here .
• You must be deliver the official appeal form to the State Personnel Board:
• By email (dpa_state.personnelboard@state.co.us), or
• Postmarked in US Mail to(1525 Sherman Street, 4th Floor, Denver CO 80203, 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.

Contact The State Personnel Board For Assistance

• At (303) 866-3300, or
• Refer to the Colorado Code of Regulations (CCR) 801-1, State Personnel Board Rules and Personnel Director's Administrative Procedures, Chapter 8, Resolution of Appeals and Disputes, within the Rules webpage.

Supplemental Information

• How to apply to the State of Colorado (Youtube Video, Runtime 3:59, Closed Captions Available)
• The Assessment Process

About Us & Benefits

If your goal is to build a career that makes a difference, join 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.

Each of us is committed to contributing to a safe and accessible CDHS . 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 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 .

Our Values

• We believe in a people-first approach: We prioritize the needs, well-being, and dignity of the individuals, families and communities we serve. We commit to respect, fairness and access in every decision, policy and interaction. We engage client voices and experiences in the development and implementation of the services we provide.
• 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.

ADA Accommodations

CDHS is committed to a Colorado for 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.

This includes completing the application process, interviewing, completing any pre-employment testing, participating in the employee selection process, and/or performing 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 cdhs_ada@state.co.us .

EEO Statement

The State of Colorado is an equal opportunity employer

We are committed to increasing a “Colorado for ALL" of our staff and providing culturally responsive programs and services. Therefore, we encourage responses from people of all backgrounds and abilities. The State of Colorado believes that a “Colorado for ALL” drives 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.

Additional Support For Your Application

Toll Free Applicant Technical Support

If you experience technical difficulty with the NEOGOV system (e.g. uploading or attaching documents to your online application) call NEOGOV technical support at 855-524-5627 Mon-Fri between 6 am and 6 pm (Pacific Time). Helpful hints: if you are having difficulty uploading or attaching documents to your application 1) ensure your documents are PDF or Microsoft Word files and 2) close the document before you attempt to upload (attach) it.