PROGRAM ASSISTANT II-CMHHIP

Department Information

Description of Job

This position exists to provide professional and technical support for the Social Work Department, Psychology Department and specifically for the Director of Social Work and Psychological Services, to maximize efficient managerial organization, communication, and facilitation of duties. In addition, this position must take the initiative and exercise judgement, exhibit a high degree of decision making, organize and prioritize multiple projects, scheduling and deadlines, and complete those projects timely and thoroughly. Must practice a high level of interpersonal skills to manage and resolve conflict with others, professionally receive and interact with internal and external customers. Protect and maintain patient and staff information, including confidential and sensitive material following all HIPPA guidelines and personally identifiable information (PII). This position is expected to identify opportunities for improvement and work in collaboration with the Director of Social Work and Psychological Service, Clinical Administration support team to include the Director of Clinical Services and the Chief Clinical Officer. Supports all Departments overseen by the Director of Social Work and Psychological Services to include but not limited to the Social Work and Psychology Departments. Analyzes presented problems in the area of information management, personnel issues related to Federal Labor Laws and understood personnel rules and regulations impacting the employees under the Appointing Authority. The person in this position is a leader in establishing work processes, defining techniques and implementing successful methods in the areas of exemplary service. Actively participates and/or designs methods to collect, synthesize and interpret data for decision making by the Director of Social Work and Psychological Services. Duties in the position include:

• Develops and prepares meeting agendas, attends meetings, records and transcribes 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 Director of Social Work and Psychological Services

• Manages action items for the Director of Social Work and Psychological Services to ensure timely notification and/or approval of, to include but not limited to, discharge reports, outstanding log errors, paid administrative leave (PAL), PAL extensions, payroll submissions and/or corrections, SNAP forms, correspondence, and responds to inquiries and works on assignments

• Develops, maintains, and tracks department vacancies and update as positions are filled and working in coordination with the Impact Office. Submit designated Google forms; Requests to Post, Movement/Action requests, etc., to ensure timely processing of positions and movement as needed

• Assists in the coordination and tracking of various administrative assignments and/or activities

• Establishes and maintains a tracking process in conjunction with the Impact Administration Office staff licensure to ensure compliance

• Acts as the project lead and manages special projects in support of the Director of Social Work and Psychological Services

• 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 Director of Social Work and Psychological Services to be able to notify CMHHIP/OCFMH leadership of potential for missed deadlines or concerns

• Develops and maintains filing systems and tracking

• Compiles information and prepares documents, slides, etc., on the shared Google Drive. In accordance with delegated authority, determine which correspondence can be approved and signed on behalf of the Director of Social Work and Psychological Services and which must be personally sent for the Director of Social Work and Psychological Services’ approval and signature

• Manages the calendar and scheduling of the Director of Social Work and Psychological Services by recommending, scheduling and committing to meetings and functions, outlining options and assisting with the prioritizing of commitments and appointments. Confirms calendar appointments to ensure that the Director of Social Work and Psychological Services’ time is utilized efficiently. Reviews calendar daily to resolve any appointment conflicts. Meets as necessary with the Director of Social Work and Psychological Services to review appointments

• Retrieves and handle departmental mail on the same day of receipt

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

• Distributes, tracks and maintains Social Work and Psychology Annual Leave Rosters, Spreadsheets, Shared Google Calendars, and Coverage Plans ensuring compliance with required deadlines per the Clinical Annual and Holiday Leave Request SOP

• Works in coordination with the PA to the Chief Clinical Officer (CCO) to maintain the Social Work and Psychology department directory, organizational chart, and department intranet sites

• Responsible for assisting the Director of Social Work and Psychological Services with formulation of letters, ensuring timely payroll submissions, compliance with New Employee Orientation, licensing, competencies, outstanding log of errors, and staff vaccinations and/or exemptions as required

• Development and maintenance of patient discharge and transfer information and working diligently with the Director of Social Work and Psychological Services to complete any other administrative duties as defined

• 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 (PAs) 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 Director of Social Work and Psychological Services. 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 of documents, correspondence, forms, organizational charges, and reports utilizing a variety of software applications (e.g., Microsoft Office, Visio, and Google)

• Coordinates the Director of Social Work and Psychological services’ communications and communicates with other senior staff within CDHS, AG's Offices, Legislative Offices. and other internal and external stakeholders

• Serves as a liaison for stakeholder meetings ensuring tours, preparing agendas, conference rooms, conferencing materials or technology. Receives incoming telephone calls, triage 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 Director of Social Work and Psychological Services

• 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. Analyzes and follow-up on action items, identify solutions and data sources, communication issues with appropriate points of contact, and draft responses for approved administrative changes. Prioritizes information requests from federal, state and local officials and respond to deadlines

• Manages customer service for the Office including attending to complaints from employees, customers and disgruntled and/or concerned citizens with tact and diplomacy; determining the problem or concern, and the remedial action requested by the individual. Researches the appropriate action or person to assist using various resources. Tracks and monitors responses and resolution of complaints. Prioritizes and communicates to the applicable stakeholders' critical issues, legal matters. potential lawsuits, and complaints

• Provides administrative office support for special projects and functions as a backup during absences of other departments program assistants

• Makes appropriate travel arrangements and/or prepares travel requests. Completes travel reimbursement, review for accuracy and submit 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 always welcoming and professional. Assures equipment is inventoried, property installed and may provide training on the use of 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 approvers 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.

• Communicates the status of the department budgets and proposed/pending expenditures with the Director of Social Work and Psychological Services on a monthly basis or as needed

• Completes timekeeping functions accurately and timely within all Federal rules and regulations, Department of Personnel and Administration (DPA), Colorado Department of Human Services (CDHS) and CMHIP policies and procedures

• Assures timekeeping entries align with documentation and are recorded in accordance with leave/time used

• Maintains timekeeping records for all employees as assigned

• Performs any other duties that may arise in the course of duties of this position that are not covered in the above duty statements

• Transports patients in the event a need arises

Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights

Minimum Qualifications:

Five (5) years of relevant experience in an occupation related to the work assigned to this position

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

• Three (3 ) or more years of experience in administrative, corporate, or executive support role
• Three to five (3-5 ) years of senior level administrative experience, preferably in behavior health or similar related field and/or a bachelor's degree in business or a related field
• Advanced proficiency in Microsoft Office/Google Workspace, and exceptional calendar management for complex scheduling
• Possess strong discretion, proactiveness in anticipating needs and superior verbal/written communication

• Full background check and reference check required
• 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
• Motor Vehicle Check , if the employee will drive a state-owned vehicle, either in an on-going capacity while performing their normal day-to-day job duties OR on occasion for training/meetings/client visits/etc
• Must possess a valid, non-restricted Colorado Driver’s License or an non-restricted U.S. Driver's License for positions within 30 miles of the CO state border
• Out-of-State Driver’s License holders must obtain a valid, non-restricted Colorado Driver’s License within 30 days of employment start date
• Other Conditions of Employment specific to Program
• 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

• 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 CMHIP 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 CTI and CPR
• Lift arms above head and kick as high as own waist
• Stabilize another person to accomplish a controlled containment to the floor
• 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
• Other vaccinations as required by the State of Colorado

• Preferred Qualifications & Competencies:

  • Relevant years of state service experience

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."

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).

• 
  You or your representative must sign and submit the official appeal form for review
• You can find the official appeal form here (Download PDF reader)
• 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.

• 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

Supplemental Information

• 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.

• 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.

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.