Workforce Specialist - Program Assistant II - CMHHIP

Full Job Description

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

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Requirements

Description of Job:

This position reports directly to the Impact Administration Office (IAO) Workforce Manager (WM) of the Colorado Mental Health Hospital in Pueblo (CMHHIP).

The position provides high-level, professional, administrative, technical, and program support for the WM and the IAO in order 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 is responsible for a multitude of communications and documents to comply with State policies, procedures and regulations.

This position must have the ability to analyze presented problems in the area of information management, personnel issues related to Federal Labor Laws, and understand personnel rules and regulations impacting the employees under the Appointing Authority.

The position must demonstrate abilities in complex thinking and problem solving and have clear definitive self-initiative and ability to manage and resolve conflicts with others.

In addition, this position must be able to work independently and as part of a team; exercise independent judgment; ensure open communication, maintain patient and staff confidentiality, including handling sensitive material; and organize and prioritize multiple projects, schedules, and competing priorities thoroughly in a timely, effective, and professional manner.

Program and Administrative Support:

• 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 Manager.
• Prepares correspondence, documentation, reports and slide decks using Microsoft Office Software (Word, Excel, PowerPoint) and/or Google (Gmail, Sheets, Slides, Docs).
• Manages action items for the WM 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 IOA team as assigned. 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 and other State Departments.
• Identifies workflow issues and makes suggestions to the WM of solutions reviewing processes, documentation, or other materials as determined.
• In collaboration with the IOA team creates and manages work plans to track completion and helping the team to be able to notify the WM of the potential for missed deadlines.
• Develops and maintains filing systems and tracking as agreed upon by the team.
• May manage the calendar and scheduling of the WM by recommending, scheduling, and committing to meetings and functions, outlining options, and assisting with the prioritizing of commitments and appointments.
• Confirms appointment calendars to ensure that the WM’s time is utilized efficiently.
• Reviews calendar daily to resolve any appointment conflicts.
• Meets as necessary with the Manager to review appointments as needed.
• Handles mail received on the same day of receipt.
• Properly uploads and maintains organization and access of shared Google folders and folders on the LAN following the outlined standard operating procedure.
• Works with other Program Assistants (PA’s) and office support staff to organize and ensure administrative coverage.
• Directs the flow of assignments, processes required and critical information 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 WM reviews, edits, and finalizes documents (letters, briefing papers, memos) timely ensuring that the documents adhere to established CDHS and IAO guidelines for correspondence.
• Accurately composes, designs, and types documents, correspondence, forms, organizational charts, and reports, utilizing a variety of software applications (e.g., Microsoft Office, Visio, and Google).
• Coordinates the WM communications and communicates within CDHS.
• Serves as a liaison for stakeholder meetings, preparing agendas, conference rooms, conferencing materials or technology.
• Receives incoming telephone calls, triages call 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 in a timely manner.
• Educates staff on departmental procedures, policies and proper preparation of correspondence, documents and special reports as assigned.
• 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, identifies problem areas and issues, devises solutions.
• Communicates issues with appropriate points of contacts, and drafts responses for approved administrative changes.
• This position will manage customer service for assigned responsibilities 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.
• Prioritize and communicate to the applicable WM critical issues, legal matters, potential lawsuits/appeals, and complaints.
• 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.
• Communication of processes and timelines to internal and external stakeholders or requestors of information must be conducted with tact, diplomacy and excellent communication skills.
• Performs administrative support duties such as typing, collating, compiling, formatting and filing.
• Clarifies data with WM in collaboration with other departments to correct factual errors detected in documents or other transactions, provides input to establish general office record systems; including the content of files, circulation and retrieval, production, access disposal of pertinent data.
• Supports other Program Assistant II’s within the Impact Office serving as a backup when absences occur, communicates outcomes.
• May be called upon by other CMHHIP Departments to provide administrative office support for special projects and functions and as a backup during absences of other department’s program assistants

HR Liaison:

• This position will assist the WM in the recruitment, hiring and onboarding processes.
• Assists WM with job postings to identify errors, formatting issues prior to and when posted on the State job website.
• Works in collaboration with the CMHHIP assigned Program leadership and CMHHIP Human Resources Department in the recruiting processes to screen potential candidates.
• Prepares or delegates the preparation of candidate packets for interviews for all positions.
• Identifies strong applicants from a pool of referred candidates through collaboration with the HR Team.
• Coordinates interviews with designated hiring managers and interview panel designees.
• Review qualifications and education and confirm eligibility of applicant pool as a second level analysis.
• Verifies applicants have appropriate active credentials required for the classification applied for prior to interview.
• Prepares, creates, curates, and maintains a compilation of interview questions, which will include behavioral and relevant questions related to the position as assigned by WM.
• Understands and acts as a resource for knowledge regarding hospital-wide programs and processes as it relates to the assigned exam plan.
• May participate on interview panels to assess interview performance and make selection recommendations, as needed.
• Actively participates and/or designs methods to collect, synthesize, and interpret data for decision making by management of the executive staff in regards to the hiring process as approved by WM.
• Creates and maintains robust tracking instruments to ensure accuracy of information.
• Schedules referred applicants and interview panel for interview, prepares all correspondence and documents for the interview packets and briefs the panel on pertinent information related to the applicants and answers questions from the panel.
• Collects and documents the results of interview, selection and reference check findings in the applicable tracking systems, notifications for candidate references and documents the findings in the appropriate system, and communicates the reference’s comments to the WM.
• Contacts or delegates contact with candidate references, and communicates the reference’s comments to the appropriate department.
• Communicates with WM when exam packets are complete and ready for job offers.
• Provides administrative support to the WM during the selection process in updating the tracking systems, email communications notifying HR & the hiring manager and appointing authority of candidate status and follow up on incomplete information.
• Reviews and makes modifications of work completed by peers who prepare relevant correspondence paperwork for both employee-requested and administrative transfers, and demotions for hiring manager for signature.
• Actively directs and coordinates all aspects of on-boarding, and tracking and management of vacant positions throughout the life-cycle of each vacant position and communicates pertinent information to the HRTA.
• Provides communication to the WM, hiring manager and appointing authority regarding the status of candidate selection, onboarding and new hire orientation communications.
• Proactively seeks and recommends methods that create a positive workplace environment with the goal of retention of staff working collaboratively with the HR Employee and Labor Relations.

eClearance 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 WM 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, development of new positions descriptions and modifications of current position descriptions for hospital-wide departments as assigned by the WM.

Travel/Budget/Purchasing/P-Card Administration

As assigned 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.

When delegated, 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 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 Chief Impact Officer and Hospital Strategy Director on a monthly basis or as needed

Timekeeping:

This position serves as the backup for the CXO and HSD program assistants and will insure that 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 pay close 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. This includes, but is not limited to, supporting coverage and backup efforts across the Impact office at a similar level and as assigned

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

• 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.
  

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
• 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 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 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 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 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 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~

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.