Program Assistant II for Chief Nursing Officer - Fort Logan (S. Denver)

Full Job Description

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

The Colorado Mental Health Hospital in Fort Logan (CMHH-FL) is one of two state hospitals serving our community.

The vision of CMHHIFL is to provide the highest quality mental health services to persons with complex, serious, and persistent mental illness within the resources available.

Our mission is to support those individuals in achieving their recovery goals and reaching their full potential.

CMHHIFL provides inpatient treatment to adult patients, generally between the ages of 18-59.

The hospital currently has 138 adult inpatient beds and over six treatment milieus serving civil and forensic individuals.

Medical services, occupational therapy, neuropsychological-rehabilitation services, and trauma-informed care services are available for all patients throughout the hospital.

Through our core values listed below, CMHH-FL staff is committed to:

• Individual dignity and respect
• Person-centered, evidence-based care
• Trauma-informed recovery
• Multidisciplinary collaboration
• Diversity and inclusion
• Strong family and community partnerships

Opt-in below to receive text message updates on CDHS recruiting events!

CDHSCareers

Requirements

Nursing Administration exists to provide professional, effective, efficient, and appropriate communication channels, ensure nursing standards are met and to continuously improve nursing care to achieve the mission of the Colorado Mental Health Institute at Fort Logan (CMHIFL) established by legislative statute, to receive, evaluate and provide treatment for persons with mental disorders with the highest quality of services and professional standards possible, consistent with available resources.

Primary Job Duties:

Administrative Support and Timekeeping:

• Provides administrative support for the Chief Nursing Officer.
• Develops and implements plans and procedures to ensure that workload operational requirements, deadlines and expectations are being met by the CMHIFL Chief Nursing Officer (DON).
• Manages calendars and develops and maintains filing systems to secure and access information efficiently.
• Coordinates and schedules department meetings, preparing materials and notices prior to meetings.
• Organizes and prepares agendas consistent with department goals in coordination with the Chief Nursing Officer. Documents proceedings and maintains minutes for specific nursing department meetings and disseminates information in a timely manner.
• Supports completion of actions items. Stores minutes and department documents in appropriate computer folders and files.
• Oversees and tracks documentation for personnel issues for the Chief Nursing Officer.
• Provides administrative support and prepares and sends correspondence in accordance with Personnel Rules.
• Manages timekeeping for specific employees under administrative leave or other personnel actions.
• Maintains all personnel and confidential files, ensuring that training records, performance plans/evaluations, and other needed information is current.
• Schedules supervisees for mid-year and final PMAP evaluations. Manages timekeeping functions for Nursing Administration, Nurse Managers, Nursing Supervisors, and team Administrative Assistants.
• Utilizes the Kronos timekeeping system, reports hours worked, shift time, leave usage, and other related timekeeping issues including processing appropriate paperwork for leave time in accordance with CDHS requirements and submits administrative leave reports as required.
• Ensures timekeeping activities are completed in a timely manner and documentation is collected and signed.

Policies and Procedures:

• Independently manages the maintance of all policies and procedures for the Nursing Services.
• Cross references Nursing Policies and Procedures with Hospital Policies and Procedures and assures that updates are integrated and consistent with both.
• Tracks origination dates and renewal dates and assures that policies and procedure are reviewed and updated per regulatory standards.
• Develops recommendations for administrative changes to policies and procedure based on identified trends and activities in the department.

Position Management and Interface with Human Resources:

• Independently develops and coordinates processes to track all positions and vacancies in the Nursing Department.
• Monitors and reports on trends and vacancy rates.
• Maintain files of current position descriptions and posting to promptly post and fill positions.
• Work closely with Human Resource Department staff to coordinate the posting and filling of all vacancies in a timely manner. Completes final processing of all HR requests.
• Serves as the Super User for the electronic clearance system to fill positions. Submits and tracks salary justification letters per CDHS Fiscal Guidelines and CDHE policies.
• Develops system for tracking, reviews for accuracy, and coordinates with Personnel on questions/issues.
• Coordinate and arrange for candidate’s Health Screens with Employee Health. Coordinates on-boarding activities with the Human Resource Department.
• Schedule New Employee Orientation for new employees, ensuring they have their schedule and essential information to start.
• Creates systems and tracks the completion of requirements to ensure that each employee is ready to assume duties.

Data Collection, Auditing and Reporting:

• Coordinates audit processes consistent with the auditing schedules.
• Collects the data and creates reports.
• Tracks deadlines and completes processes in a timely manner.

• Provides back-up for the Program Assistant I in completion of reports.

Other duties as assigned

• Provides excellent customer service to both internal and external customers, answering questions, providing information and resolving issues as they arise. Responds to requests for information.
• Provides coverage for duties of the Program Assistant I for Nursing Services, including timekeeping for the internal float pool and invoices for the contract agency staffing.
• Other duties as assigned.

Qualifications

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 relevant experience in an occupation related to the work assigned equal to five (5) years


Preferred Qualifications:

• 5 years of office management experience including data management and analysis, administrative support, budget management, developing financial projections, timekeeping, inventory management, and customer service.
• Advanced experience and skill in collating, organizing, analyzing, and disseminating large amounts of information with accuracy and clarity, including identifying patterns and trends, in addition to the development of reports to include graphs, charts, and tables.

• Highly proficient in Microsoft applications (Word, Excel, PowerPoint) and Google applications (Mail, Drive, Docs, Sheets, etc.)

• Excellent oral and written communication skills, including grammar, spelling, and editing skills and experience developing professional correspondence

• Superior organization, customer service, and interpersonal skills

• Ability to independently synthesize and organize data into a logical, impactful, presentable format

• Compulsive attention to detail, accuracy, and recordkeeping practices.

• Strong critical thinking and analytical skills with the ability and flexibility to learn new systems, processes, and policies/regulations/protocols

• Experience leading other administrative staff

• Demonstrated ability to prioritize, multitask, and meet deadlines with minimal direction and on behalf of executive leadership

Conditions of Employment:

• Standard Background check: CBI name check, ICON Colorado court database, Medicare fraud database, Reference checks, Professional
• In-person position (this is NOT remote/hybrid)
• Due to the juvenile population served at the MHI facilities, incumbents of this position must be at least 21 years of age.
• Travel – There may be times this position is required to travel to a nearby location to secure department needs such as items
• 2-step TB (tuberculosis) screening is required of all new employees upon hires
• Annual influenza vaccination, and other vaccinations as required by the State of Colorado

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.

Additional Information










How to apply to the State of Colorado




The Assessment Process




For Statewide Hiring Freeze NON-EXEMPTED position ONLY:

This job offer is contingent upon funding availability from all sources, including state and federal (if applicable), to start or continue.

For additional recruiting questions, please contact curtis.padilla@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

• 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~



Toll-Free Applicant Technical Support