Program Assistant II - CMHHIP

Full Job Description

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The Administrative Investigation Department plays a crucial role in ensuring compliance with policies, standards, statutes, laws and regulations to ensure integrity within the hospital's administrative operations. The department investigates various administrative matters, including but not limited to MANE (Mistreatment, abuse, neglect, and exploitation of patients), Workplace Violence, employee misconduct, policy violations, and operational inefficiencies This position acts as liaison among program leadership and staff, internal and external organizations, and the Nurse Practitioner students that wish to complete clinical rotations at CMHHIP.

Requirements

Description of Job:

This position facilitates the smooth operation and successful execution of strategic initiatives in the Administrative Investigations Department by providing a high level of confidential, professional, administrative, and technical support to the Appointing Authority and a team of investigators.

This position acts as liaison among program leadership and staff, internal and external organizations, and the students that wish to complete clinical rotations at CMHHIP.

This position is also a PMP Champion, answering questions related to performance reviews, due dates, website information, and knowledge necessary to complete reviews.

This position facilitates the smooth operation and successful execution of strategic initiatives in the Administrative Investigations Department by providing a high level of confidential, professional, administrative, and technical support to the Appointing Authority and a team of investigators.

This position acts as liaison among program leadership and staff, internal and external organizations, and the students that wish to complete NP clinical rotations at CMHHIP.

Program Support:

• Facilitates operations of the Administrative Investigations Department with the utmost discretion and tact.
• Acts as point of contact for the Department, ensuring urgent concerns are brought to the Director promptly.
• Maintains database of all investigations, including case assignments, timelines, and outcomes; resolves problems and keeps the Director appraised as needed.
• Schedules subject/witness investigation interviews in order of priority in a respectful and confidential manner
• Transcribes interview audio files verbatim to ensure complete, reliable records exist.
• Reviews and edits investigative reports for grammatical correctness and ease of interpretation without altering the meaning in any way.
• Ensures confidentiality by protecting sensitive information from unauthorized access, use, and disclosure in compliance with all relevant regulations and guidelines
• Conducts Lean Rapid Improvement Events to analyze processes where inefficiencies may exist; applies technical knowledge and skills to tailor procedures, protocols, processes, and forms and to make recommendations for procedure or policy improvements
• Processes Affiliation Agreements, on- and off-boards students/interns seeking to complete a clinical rotation experience at CMHHIP
• Provides schools and students with the requirements to be completed prior to starting clinical rotation.
• Utilizes BITS portal to communicate close out dates for student records after clinical rotation is complete.
• Maintains records kept from CMHHIP Psychiatric Technician Education Program.
• Audits data, analyzes information gleaned, and prepares reports.
• Distills complex information into clear updates for the director, deciding what information is necessary.

Administrative Support:

• Prepares agendas and materials for department meetings, takes minutes, and manages/tasks action items to include tracking outcomes in detail; follows up and ensures completion
• Designs the director’s calendar intentionally around the department’s strategic objectives, deciding what can be completed and by when.
• Gathers and prepares materials, documents, and information for the Director’s court appearances.
• Tracks Director-led projects and strategic initiatives; keeps timelines and deliverables on track.
• Will work with Impact Office regarding: Processing Personnel Action Forms (PAFs) in eClearance for Human Resources actions such as hiring, position or salary changes, and separations as required; facilitates hiring processes as needed through the Neogov system.
• Maintains office supply inventory control and purchasing processes by understanding and applying established Fiscal Rules for purchases through CORE requisitions, stock requests, ordering hardware/software, locating approved contracted vendors, and understanding when it is appropriate to use other sources for fulfillment of needed materials and supplies.
• Ensures standards for HIPAA, PHI, and confidential information data are maintained.
• Maintains database of Nurse Practitioners, Psychiatric Mental Health Nurse Practitioner, and Physician Assistant students that allows for analysis of rotation status, semester, type of student, etc.
• Provide schools and Nurse Practitioner students the requirements that are to be completed prior to starting clinical rotation.
• Assists in the review of policy.
• Understands the organization of the State, CDHS, and the hospital in order to improve communication flow.

Professional Development:

• Maintains all mandatory training compliance.
• Maintains working knowledge of and complies with CMHHIP’s policies, procedures, and SOPs, along with external regulatory agencies standards and laws and how they apply to discussing investigations, scheduling, confidentiality, data collection and communication tools.
• Responds in a prompt, friendly manner to requests and inquiries.
• Communicates any claims of harassment/workplace violence, inappropriate actions, HIPAA or PHI violations to the director

Other Duties as Assigned

• Assists with any needs that arise where this position can act or give direction to act.
• Monitors KRONOS time entries as assigned.
• This position acts as PMP Champion for CMHHIP to answer questions related to performance reviews, due dates, direct staff to the website, and assist staff in gaining the knowledge needed to complete their reviews timely.
• This position acts as a backup for the Medical Department PAII in the verification of medical credential & hiring processes and for processing NP, PMHNP, and PA students.

Qualifications

Experience:

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

Due to the nature of this department, the person hired into this position needs to present professionally and maintain the highest level of confidentiality.

This person must consistently demonstrate a strong moral character and reliable conduct in all aspects of their work.

In their personal life, this person will refrain from discussing investigations, the outcome of investigations, and any staff/patient involved.

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.

Possess and maintain a valid U.S. driver's license

Shift work – may get pulled to other shifts to cover minimum Officer management

Travel – transportation of patients in State vehicles; Travel to assigned training and/or alternate work sites

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 MANDT and CPR;

Lift arms above head and kick as high as own waist;

Stabilize another person to accomplish a controlled containment/manual physical holds;

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

Former state employees who were disciplinarily terminated or resigned in lieu of termination must disclose the information on the application and explain why the prior termination or resignation should not disqualify the applicant from the current position.

Absent extraordinary circumstances, prior disciplinary termination, or resignation in lieu of termination will disqualify the applicant from future State employment with CDHS

This position can be 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.

This position is required to report or remain at work during delayed start, early release or closure situations.

CDHS Selection Process ExplanationEmployment 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. 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 a review and rating of all the information you submit.

Your Work Experience/Job DutiesDocument your work experience/job duties to the extent to which you possess the skills, education, experience, minimum qualifications, and preferred qualifications.

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 RightsYou 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), orPostmarked in US Mail to(1525 Sherman Street, 4th Floor, Denver CO 80203, or Hand delivered (1525 Sherman Street, 4th Floor, Denver CO 80203), orFaxed (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 to the State of Colorado

The Assessment Process

For additional recruiting questions, please contact: tricia.jepsen@state.co.us

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.

ADAA 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.

~THE STATE OF COLORADO IS AN EQUAL OPPORTUNITY EMPLOYER~