Program Assistant II - Staffing Office and Ambulatory Clinic Administrator - CMHHIP

About the Position: This position exists to provide professional and technical support for Nursing Administration and specifically for the Staffing Office and Ambulatory Clinic Administrator 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.

Protects and maintains patient and staff information, including confidential and sensitive material. This position is expected to identify opportunities for improvement in nursing services working in collaboration with the Nursing Department administrative support team.

Supports all Departments overseen by the Staffing Office and Ambulatory Clinic Administrator to include but not limited to Clinical Safety Specialist operations, Ambulatory Clinic, Staffing Office, Nursing Education, the Chief Nursing Officer office and all patient care units assigned to the Director of Nursing.

Analyzes presented problems in the area of information management, personnel issues related to Federal Labor Laws, personnel rules and regulations impacting the employees under the Appointing Authority.

The person in this position is a leader in establishing guidelines, 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 Nursing Administration.

Duties in this position include: Administrative/Program Assistance 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 Staffing Office and Ambulatory Clinic Administrator.

Prepares reports using Microsoft Office Software (Word, Excel, PowerPoint) and/or Google (Gmail, Sheets, Slides, Docs). Develops and maintains filing systems and tracking.

Tracks completion reports and for yearly performance evaluations of the Staffing Office and Ambulatory Clinic Administrator. Manages action items for the Staffing Office and Ambulatory Clinic Administrator 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 Staffing Office and Ambulatory Clinic Administrator.

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 skilled decision making for 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 Staffing Office and Ambulatory Clinic Administrator to be able to notify CMHHIP/OCFMH leadership of potential for missed deadlines.

Compile information and prepare documents, slides, etc., on the shared Google Drive and In accordance with delegated authority, determine which correspondence can be approved and signed on behalf of the Staffing Office and Ambulatory Clinic Administrator and which must be personally sent for the Staffing Office and Ambulatory Clinic Administrator's approval and signature.

Manages the calendar and scheduling of the Staffing Office and Ambulatory Clinic Administrator 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 Staffing Office and Ambulatory Clinic Administrator's time is utilized efficiently. Reviews calendar daily to resolve any appointment conflicts.

Meets as necessary with the Staffing Office and Ambulatory Clinic Administrator to review appointments. Handles mail received on the same day of receipt.

This position is responsible to assist the Staffing Office and Ambulatory Clinic Administrator with formulation of letters, processing the incentive pay for Units, and assisting with the compilation of C-STAT materials.

Development and maintenance of QAPI information and working diligently with the Staffing Office and Ambulatory Clinic Administrator to complete any other nursing administrative duties as defined.

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 Staffing Office and Ambulatory Clinic 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 Staffing Office and Ambulatory Clinic Administrator's 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, 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 Staffing Office and Ambulatory Clinic Administrator. Educates staff on departmental procedures, policies and proper preparation of correspondence, documents and special reports.

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, 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 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.

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 .

May be 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.

Travel/Budget/Purchasing/P-Card Administration 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 Staffing Office and Ambulatory Clinic Administrator on a monthly basis or as needed.

Timekeeping Verifies 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.

Assures timekeeping entries align with documentation and are recorded in accordance with leave/time used. 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 are not covered in the above duty statements.

Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights Applicants must meet the minimum qualifications listed below to continue in the selection process for this position.

Work experience must be specifically documented in the work experience section of your application. Do not use "see resume" or "see attached" statements on your application.

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 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 Conditions of Employment: 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.

This position will also provide direct care to vulnerable adults requiring a CAPS check (as defined by C.R.S. 26-3.1-101, position provides services & support care to at-risk/vulnerable adults including case management, clergy, physical or mental health services, safety or welfare services).

May work various shifts Required to report without delay or interruption to provide essential or emergency services to ensure health, safety, and welfare A pre-employment criminal background check will be conducted as part of the selection process as this position is deemed to have direct contact with vulnerable persons.

Felony convictions, conviction of crimes of moral turpitude, or convictions of misdemeanors related to job duties may disqualify you from being considered for this position.

Should your background check reveal any charges or convictions, it is your responsibility to provide the CDHS Background Unit with an official disposition of any charges 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 hospital-adopted physical interventions 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 ab