Administrative Assistant III - Staffing Coordinator

Full Job Description

Most State of Colorado employees are eligible for a great benefit package! Please see the Supplemental Information section below for details!

Candidate, please keep in mind that even though you may have applied for a position on a specific unit as indicated in this announcement and if the hiring manager chooses to extend a job offer to you, the hiring manager may make you a job offer within the same classification for a different unit within the hospital.

These opportunities will be based on vacancies at the time of offer and business needs. All work locations evaluated will remain within CMHHIP.

Colorado Mental Health Hospital at Pueblo (CMHHIP) is an acute care psychiatric hospital that provides comprehensive psychiatric treatment services medical services by multidisciplinary treatment teams. This includes: 24-hour nursing care and assessment; psychiatric intervention and evaluation; psychological services; psycho-social services; Occupational Therapy; Educational and Vocational Rehabilitation services; Recreational Therapy; and other services required of an acute care psychiatric hospital licensed in the state of Colorado. CMHIP provides psychiatric services for adolescent, adult, and geriatric patients

Requirements

This position exists to facilitate and evaluate Nursing staffing schedules for coverage of nursing staff and any area that reports to the Nursing Department on all units, 7 days per week. This position is responsible for maintaining staff schedules (e.g., master rotation) in accordance with the Nursing Staffing Matrix, collective bargaining agreements and departmental policies and procedures. This position will pre-schedule nursing staff and contact relief pool staff to fill shift needs when receiving call-off, for vacations and vacancies while remaining within set standards, guidelines, policies and procedures and will document in all the appropriate data sets and the scheduling databases. This position is responsible for updates and compilation of various analytical data collections as requested. This position is classified as an essential position and is required to work unexpected or unusual work hours to perform the essential and/or emergency services of the department without delay and/or without interruption as the need arises.

Staffing and Relief Pool Scheduling:

• Monitors, updates and maintains Nursing Department schedules for all patient care units, takes and documents call-off; reviews the master schedule for coverage needs in order to back-fill shift vacancies and communicates with staff regarding these needs

• Identifies, provides and coordinates coverage as needed among all CMHHIP units in consideration of identified needs based on acuity, resources, policies, and guidelines

• Facilitate and obtain coverage on a shift-by-shift basis

• Follow-up with high acuity units at least once during any given shift to ascertain the status of coverage.

• Works collaboratively with managers on scheduling issues and receives input and feedback regarding improving processes and facilitating safe and effective coverage

Ensure Units are optimally staffed and meet minimum numbers to provide safe and effective patient care based on the CMHHIP Nurse Staffing Plan.

This position will assist with Maintaining compliance with mandatory in-service requirements, including notification of classes, and assisting employees in scheduling

• Maintaining education profiles, including audits for completeness and timeliness

• Receives report and communicates with all units for cross-shift information, documents all call-offs, no call/no shows of nursing staff. Provides documentation to the Office Manager, RN III, Nurse Manager, and House Supervisor lead nurses and leadership as needed

• Track the use of the relief pool, and share pertinent information with others as appropriate and needed

• Maintains proficiency in the current scheduling software application to staff the facility complying with applicable standards and guidelines

• Assists with the verification and authorization process of pool Leave/Absence Request and Authorization forms.Provides feedback to Keeps direct supervisors informed of pool employee’s work performance

Program and Administrative Support:

• This position is responsible to maintain appropriate written and oral communication effectively through active listening. Will relay relevant information to and from staff, leadership, or external customers and respond appropriately, proficiently and in a friendly manner.

• Establish and maintain effective communication with the Nurse Managers, Appointing Authorities, Supervisors, pool employees, contract staff, and unit charge nurses.

• Share pertinent and important information with appropriate stakeholders as needed.

• Demonstrates responsiveness to questions and concerns of others.

• Assists with communicating special directives, notices, and information to CMHHIP pool employees as well as nursing contractors.

• Assists in communicating changes in policies and procedures to pool employees.

• Adheres to all Code of Conduct expectations, respecting individuals; accepts different values and perspectives and is inclusive.

• Works and communicates effectively with others demonstrating responsiveness to customer needs including nursing supervisors, pool employees, and support/ancillary services while maintaining flexibility and willingness to meet the needs of others.

• Decides how to listen effectively to others ideas, problems and suggestions providing and maintaining effective, honest and clear communication while keeping a clear understanding of the nursing staff’s point of view and is able to anticipate further needs and resolve problems in advance

Other Duties as Assigned:

• Responsibility to perform assigned tasks and duties within the scope of practice for this position that do not fall within the realm of duty statements A-B.

Qualifications

Minimum Qualifications:
Three (3) 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 relevant experience in an occupation related to the work assigned equal to three (3) years

Preferred Qualifications

• Staff scheduling experience

• Hospital staff scheduling experience

Conditions of Employment:

• 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.

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

• Shift work Required
• 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 take down;
• 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;
• 2-step TB (tuberculosis) screening is required of all new employees upon hire;
• Annual influenza vaccination.
• 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.

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.

Additional Information

How to Apply

The Assessment Process

For additional recruiting questions, please contact Shanice.Hill@state.co.us

About Us & Benefits:

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

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 Planwww.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 MotivateMe

• 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: 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.

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.

Required Supplemental Questions:

(Multiple Choice) 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.)

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

If you are a current or former State of Colorado employee, please list your employee number (starts with 997…). Your application may be considered incomplete if you do not provide this information.

An incomplete application may not move forward in the Selection process.

If you are a former or current state employee, please identify what state agency you work(ed) with and how many years of relevant state service you have related to the position you are applying for.

(Ensure this is listed on your application under work experience).

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 explain why the prior termination or resignation should not disqualify your application from the current position.