Program Assistant to the CXO/IAO Educator- Program Assistant II - CMHHIP

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Requirements

Description of Job:

This position reports directly to the Impact Administration Office (IAO) Chief Impact Officer (CXO) of the Colorado Mental Health Hospital in Pueblo (CMHHIP).

The position provides high level, professional, administrative, technical, and program support for Administrators of the IAO in order for him/her to provide efficient oversight, direction, communication, and facilitation of daily operations.

The position is responsible for developing strategies for work processes, to identify internal and external information needs, and to formulate recommendations and action plans for resolution of issues.

The position involves managing a wide range of communication and documentation to ensure adherence to State Personnel policies.

The position supports the appointing authority managing the logistics of personnel issues and information management and ensuring all processes and rules are applied and followed.

This position demonstrates abilities in complex thinking and problem solving and has clear, definitive self-initiatives and the ability to manage and resolve conflict with others.

In addition, this position works independently; exercises independent judgment; ensures open communication; maintains patient and staff confidentiality including handling sensitive material; and organizes and prioritizes multiple projects, schedules, competing priorities thoroughly in a timely, effective, and professional manner.

This position will be assigned as the backup to other IAO Program Assistants and other departments for short term support based on hospital need.

Program and Administrative Support:

• The Program Assistant II is responsible to develop and prepare meeting agendas, attend meetings, record and transcribe meeting minutes within agreed upon deadlines and may involve a variety of special duties or tasks, which will be evaluated at the discretion of the Administrator.
• Manages action items for the IAO Executive Leadership 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, projects and/or activities.
• Acts as the project lead and manages special projects in support of the IAO Administrators. 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 decision making skills and 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 Administrator to be able to notify CMHHIP/OCFMH leadership of potential for missed deadlines.
• Develops and maintains filing systems and tracking.

Compile information and prepare documents, slides, etc., on the shared Google Drive and the local area network (LAN).

In accordance with delegated authority, determine which correspondence can be approved and signed on behalf of the Administrators and which must be personally sent for the Administrators’ approval and signature.

Manages the calendar and scheduling of the Administrators 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 Administrators’ time is utilized efficiently. Reviews calendar daily to resolve any appointment conflicts.

Meets as necessary with the Administrators to review appointments.

• Manages the organization, maintenance and access of shared google folders and folders on the LAN.

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 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 Administrator’s communications and communicates with other senior staff within CDHS, AG’s Offices, Legislative Offices, and other internal and external stakeholders.

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 Administrator.

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

Assists in addressing confidential human resource issues.

Gathers, compiles, and analyzes 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 will manage customer service for the Office including attending to complaints from employees, customers and disgruntled and/or concerned citizens with tact and diplomacy; determine 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.

Is 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.

This position assists, monitors and manages the recruitment, hiring, onboarding and separation processes for Impact Administration Office positions and employees as assigned.

eClearance Educator, Processing and Support:

• This position is responsible to create and/or obtain all documentation required for each action to be submitted to the eClearance/PAF system in a timely manner.
• These actions may include staffing changes, such as, separations, abolishing and/or filling vacant positions, transfers, supervisor/appointing authority changes, new hires, tracking and processing PAFs for referral and signing bonuses, temporary pay differentials, incentive pay programs, reclassifications, change funding, etc.
• This also includes working in collaboration with the IAO leadership designee to obtain the updated Position Description (PDs) prior to PAF submission specific to that action.

• Applies appropriate guidelines and interpretation for use of policies, standards, board rules, bargaining agreements and practice acts to implement work processes concerning the personnel action being completed for entry in the eClearance system.
• Applies independent knowledge utilizing the eClearance system to create and monitor the Program’s initiated PAFs through the approved tracking mechanisms.
• Organizes, manages and assists in active, inactive, processing of new positions descriptions and modifications of current position descriptions for hospital-wide departments as assigned.
• This position serves as the primary Subject Matter Expert (SME) and educator for IAO regarding the eClearance systems.
• Beyond administrative processing, this position is responsible for staying at the forefront of all systemic and operational changes and policy updates, ensuring the department remains compliant and informed.
• A critical component of this role involves workforce development within the IAO, where the individual provides both remedial training to correct existing performance gaps and comprehensive onboarding for new employees.
• By interpreting complex bargaining agreements, board rules, HR, financial and payroll guidelines and practice acts, the position ensures that all personnel actions—from complex reclassifications to incentive pay—are executed with technical precision and strategic alignment with regulatory and hospital-wide standards.

Travel/Budget/Purchasing/P-Card Administration:

Makes appropriate travel arrangements and/or prepares travel requests. Completes travel reimbursement, review for accuracy and submits for payment as appropriate.

Ensures travel itinerary has been provided to the Administrator(s) and provides necessary travel materials (maps, hotel, phone numbers, confirmation numbers, etc.) to ensure a successful trip.

Ensures compliance with all applicable rules, laws, and policy with purchasing cards and travel cards.

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 CXO and Hospital Strategy Director on a monthly basis or as needed.

Timekeeping:

• 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.
• Ensures Time Assistant Weekly & Pay Period Closing Checklist are completed timely, meeting all payroll deadlines.
• Works in tandem and communicates with supervisors to acquire required information/documents pending payclose deadlines.
• Maintains timekeeping records for all employees as assigned.

Other Duties as Assigned

• Any other duties that may arise in the course of performing duties of this position that aren’t covered in the above duty statements.

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

• 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

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~