Program Assistant II - Staffing Office and Ambulatory Clinic Administrator - CMHHIP

About the Department

100% In-Person

This position is required to work at the assigned work location during your scheduled work times. 

Shift details will be discussed during the interview.

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

As a cornerstone of the Pueblo community for over a century, Colorado Mental Health Hospital in Pueblo (CMHHIP) is a leading employer, provider of quality mental health services, and a community partner.

CMHHIP is a 24 hour behavioral health acute care facility that is intended to provide a safe, secure, and therapeutic setting for patients with both psychiatric and medical issues. The services provided include evaluation and treatment for patients who are severely mentally ill, and the goal of this facility is to return patients to their optimal level of functioning and assist them in returning to the community as appropriate.

Position Duties

This position exists to provide professional and technical support for Nursing Administration and specifically for the Staffing Office and Ambulatory Clinic Administrator to maximize efficient managerial organization, communication, and facilitation of duties.  In addition, this position must take the initiative and exercise judgement, exhibit a high degree of decision making, organize and prioritize multiple projects, scheduling and deadlines, and complete those projects timely and thoroughly.  Must practice a high level of interpersonal skills to manage and resolve conflict with others, professionally receive and interact with internal and external customers.  Protects and maintains patient and staff information, including confidential and sensitive material.  This position is expected to identify opportunities for improvement in nursing services working in collaboration with the Nursing Department administrative support team.  Supports all Departments overseen by the Staffing Office and Ambulatory Clinic Administrator to include but not limited to Clinical Safety Specialist operations, Ambulatory Clinic, Staffing Office,  Nursing Education, the Chief Nursing Officer office and all patient care units assigned to the Director of Nursing.   Analyzes presented problems in the area of information management, personnel issues related to Federal Labor Laws, personnel rules and regulations impacting the employees under the Appointing Authority.  The person in this position is a leader in establishing guidelines, defining techniques and implementing successful methods in the areas of exemplary service.  Actively participates and/or designs methods to collect, synthesize and interpret data for decision making by Nursing Administration.

Duties in this position include: 

Administrative/Program Assistance

• The Program Assistant II is responsible to develop and prepare meeting agendas, attend meetings, record and transcribe meeting minutes as needed within agreed upon deadlines and may involve a variety of special duties or tasks, which will be evaluated at the discretion of the Staffing Office and Ambulatory Clinic Administrator. 

• Prepares reports using Microsoft Office Software (Word, Excel, PowerPoint) and/or Google (Gmail, Sheets, Slides, Docs). Develops and maintains filing systems and tracking. Tracks completion reports and for yearly performance evaluations of the Staffing Office and Ambulatory Clinic Administrator.

• Manages action items for the Staffing Office and Ambulatory Clinic Administrator to ensure timely approval of contracts, reports, correspondence, etc., and responds to inquiries and works on assignments.

• Assists in the coordination and tracking of various administrative assignments and/or activities. 

• Acts as the project lead and manages special projects in support of the Staffing Office and Ambulatory Clinic Administrator. Develops and coordinates the implementation of administrative projects/initiatives.  

• Translates project concepts into concrete operations to support the goals of the office.

• Demonstrates a high level of skilled decision making  for short and long term planning. 

• Provides technical assistance, and responds to questions and requests for information for program areas, answers internal and external stakeholder questions and routes more specific requests to appropriate program staff or managers within CMHHIP. 

• Identifies workflow issues and suggests solutions reviewing processes, documentation, or other materials as determined. 

• Creates and manages work plans tracking completion and to help the Staffing Office and Ambulatory Clinic Administrator to be able to notify CMHHIP/OCFMH leadership of potential for missed deadlines. 

• Compile information and prepare documents, slides, etc., on the shared Google Drive and In accordance with delegated authority, determine which correspondence can be approved and signed on behalf of the Staffing Office and Ambulatory Clinic Administrator and which must be personally sent for the Staffing Office and Ambulatory Clinic Administrator’s approval and signature. 

• Manages the calendar and scheduling of the Staffing Office and Ambulatory Clinic Administrator by recommending, scheduling and committing to meetings and functions, outlining options and assisting with the prioritizing of commitments and appointments. Confirms appointments calendar to ensure that the Staffing Office and Ambulatory Clinic Administrator’s time is utilized efficiently.  Reviews calendar daily to resolve any appointment conflicts.  Meets as necessary with the Staffing Office and Ambulatory Clinic Administrator to review appointments. 

• Handles mail received on the same day of receipt.

• This position is responsible to assist the Staffing Office and Ambulatory Clinic Administrator with formulation of letters, processing the incentive pay for Units, and assisting with the compilation of C-STAT materials. 

• Development and maintenance of QAPI information and working diligently with the Staffing Office and Ambulatory Clinic Administrator to complete any other nursing administrative duties as defined.

Office Liaison

• Serves as the office’s first point of contact for internal and external customers including other program managers and staff, Executive Management, citizens, other State Agencies, County Departments, other community stakeholders, and the Office of the Attorney General. Interacts daily with other executive offices to coordinate assignments. 

• Works with other Program Assistants (PA’s) and office support staff to organize and ensure administrative coverage. Directs the flow of the Office assignments, required and critical information as to the appropriate staff and program area. 

• Reviews, prioritizes and accurately responds to address all incoming correspondence. Assists with formal business communication, including formatting and writing documents developing and refining presentations. Drafts responses (memos, letters, and emails) to routine inquiries to be approved by the Staffing Office and Ambulatory Clinic Administrator. Reviews, edits, and finalizes documents (letters, briefing papers, memos) timely ensuring that the documents adhere to established CDHS guidelines for correspondence. Accurately composes, designs, and types documents, correspondence, forms, organizational charges, and reports utilizing a variety of software applications (e.g., Microsoft Office, Visio, and Google). 

• Coordinates the Staffing Office and Ambulatory Clinic Administrator’s communications and communicates with other senior staff within CDHS, AG’s Offices, Legislative Offices, and other internal and external stakeholders. 

• Serves as a liaison for stakeholder meetings ensuring tours, preparing agendas, conference rooms, conferencing materials or technology. 

• Receives incoming telephone calls, triages calls according to guidance, and responds to customer inquiries and/or allocates calls to the appropriate staff member. Respond to emails and voicemails to solve problems for the Staffing Office and Ambulatory Clinic Administrator. 

• Educates staff on departmental procedures, policies and proper preparation of correspondence, documents and special reports. 

• May assist in addressing confidential human resource issues. 

• May gather, compile, and analyze information in preparation for meetings. Analyze and follow-up on action items, identify solutions and data sources, communication issues with appropriate points of contacts, and draft responses for approved administrative changes. 

• Prioritize information requests from federal, state and local officials and respond to deadlines. 

• As the first point of contact, this position manages customer service for the Office including attending to complaints from employees, customers and disgruntled and/or concerned citizens with tact and diplomacy; determining the problem or concern, and the remedial action requested by the individual. Research the appropriate action or person to assist using various resources. Track and monitor responses and resolution of complaints. Prioritize and communicate to the applicable stakeholders’ critical issues, legal matters, potential lawsuits, and complaints .

• May be called upon by other Departments to provide administrative office support for special projects and functions and as a backup during absences of other departments program assistants.

• Purchases office supplies, equipment, and furniture within approved purchasing and accounting guidelines to ensure the office is welcoming and professional at all times. Assures equipment is inventoried, properly installed and may provide training on the use of equipment. May write contracts for personnel service to achieve program goals. Measures deliverable outcomes and makes recommendations for new services or equipment.  Reconciles monthly expenditure transaction and reallocates funding/coding string as appropriate for all purchases and transactions.  Print, review and acquire signatures from P-Card approver within expected timeframes for monthly statements.

• Maintains and creates a spreadsheet to track the budget for the Office and ensures that all purchases are in line with policy and have appropriate approvals. Follows fiscal rules and ensures proper accounting procedures and policies are followed. Reconciles the budget monthly. Communicates the status of all line items target vs actual percentage of expenditure with the Staffing Office and Ambulatory Clinic Administrator on a monthly basis or as needed.

Timekeeping

• Verifies timekeeping functions are completed accurately and timely within all Federal rules and regulations, Department of Personnel and Administration (DPA), Colorado Department of Human Services (CDHS) and CMHHIP policies and procedures. 
• Assures timekeeping entries align with documentation and are recorded in accordance with leave/time used.   
• Maintains timekeeping records for all employees as assigned.

• Any other duties that may arise in the course of performing duties of this position that are not covered in the above duty statements. 

Minimum Qualifications

Applicants must meet the minimum qualifications listed below to continue in the selection process for this position. Work experience must be specifically documented in the work experience section of your application.  Do not use "see resume" or "see attached" statements on your application.

Minimum Qualifications:
Experience Only: Five (5) years of relevant experience in an occupation related to the work assigned to this position.

OR

Education and Experience: A combination of related education and/or experience in an occupation related to the work assigned equal to five (5) years.

Preferred Qualifications

• Preference will be given to individuals with related state experience 
• Experience with Microsoft and/or Google applications 
• Excellent communication skills
• Close attention to detail and ability to closely follow multi-step processes and perform at high levels of accuracy
• Participation in both team and individual environments 
• Experience with project management or event planning

• Relevant years of State service

Conditions of Employment:

• FULL BACKGROUND CHECK:  This position will have direct contact with vulnerable persons (as defined by C.R.S.27-90-111: "Direct contact" means providing face-to-face care, training, supervision, counseling, consultation, or medication assistance to vulnerable persons, regardless of the level of supervision of the department employee. "Direct contact" may include positions in which persons have access to or unsupervised time with clients or patients, including but not limited to maintenance personnel, housekeeping staff, kitchen staff, and security personnel.)
• CBI & FBI fingerprint check, Colorado Court Database check, Medicare Fraud Database, TRAILS Database check.
• This position will also provide direct care to vulnerable adults requiring a CAPS check (as defined by C.R.S. 26-3.1-101, position provides services & support care to at-risk/vulnerable adults including case management, clergy, physical or mental health services, safety or welfare services).
• May work various shifts
• Required to report without delay or interruption to provide essential or emergency services to ensure health, safety, and welfare
• A pre-employment criminal background check will be conducted as part of the selection process as this position is deemed to have direct contact with vulnerable persons. Felony convictions, conviction of crimes of moral turpitude, or convictions of misdemeanors related to job duties may disqualify you from being considered for this position. Should your background check reveal any charges or convictions, it is your responsibility to provide the CDHS Background Unit with an official disposition of any charges
• Shall not initiate or engage in sexual, social, personal or financial relationships with patients either during or any time after hospitalization, even if the patient requests or initiates such a relationship. All relationships with current or former patients must be disclosed on your application;
• Successfully pass all modules of the CMHHIP New Employee Orientation core curriculum to include English reading comprehension, relevant competency assessments and written/practical exams in Defensive Tactics;
• Possess the physical ability to successfully complete hospital-adopted physical interventions and CPR;
• Lift arms above head and kick as high as own waist;
• Stabilize another person to accomplish a controlled containment to the floor;
• Withstand impact on own body using an ASP shield;
• Rotate body 90 degrees with feet planted for using a defensive tactic;
• Kneel on one or both knees and stand up again with multiple repetitions;
• Must be able to see and hear in order to observe, address and respond to potential breaches in safety;
• Seize, hold, control or subdue violent or assaultive persons and defend oneself or others to prevent injury;
• Demonstrate body agility, strength of all four limbs and the ability to walk and climb stairs consistently;
• Work in situations involving assaultive behavior, physical control of another person and/or restraint situations;
• Ability to read and comprehend the English language; effectively and fluently communicates in English, both verbally and in writing;
• Work in an environment with fluctuating noise and temperature (hot and cold) which may include working outdoors in inclement weather and/or concrete floor/wall work settings;
• Willing and able to travel;
• 2-step TB (tuberculosis) screening is required of all new employees upon hire;
• Annual influenza vaccination, other vaccinations as required by the State of 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.
    
    

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 ([email protected]), 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.

Other Qualifications

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

The Assessment Process

For additional recruiting questions, please contact: [email protected] 

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 [email protected].

~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.

~THE STATE OF COLORADO IS AN EQUAL OPPORTUNITY EMPLOYER~

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.

Benefits

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.
 

Supplemental Questions

Required Question

Agency Information

EmployerState of ColoradoAddress See the full announcement by clicking
the "Printer" icon located above the job title
Location varies by announcement, Colorado, -- Website https://careers.colorado.gov/