Program Assistant II at Ft. Logan

Program Assistant II (H4R2XX)

This position is open to current Colorado residents only.

About Fort Logan: The Colorado Mental Health Hospital at Fort Logan (CMHHIFL) 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, 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, CMHHIFL 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

Description of Job

• Provides administrative support for the Chief Quality Officer. Develops and implements plans and procedures to ensure that workload, operational requirements, deadlines and expectations are being met by the CMHHIFL Chief Quality Officer.

• 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 Quality Officer.

• Documents proceedings and maintains minutes for specific Quality department meetings and committees 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 Quality 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 Quality Department personnel. 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.

• Independently manages the maintenance of all policies and procedures for the Quality Department.

• Cross references Quality 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 procedures 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.

• Independently develops and coordinates processes to track all positions and vacancies in the Quality 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 eclearance system to fill positions.

• Submits and tracks salary justification letters per CDHS Fiscal Guidelines and CDHE policies.

• Develops a 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.

• 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 Staff Development Program Assistant II in the completion of reports.

Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights

PROGRAM ASSISTANT II (H4R2XX)

Education/Licensure/Certification/Experience:

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

Preferred Qualifications:

Conditions of Employment [Insert Conditions of Employment]

• [Standard/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:

1. Disclose that information on the application.

2. Explain why the prior termination or resignation should not disqualify you from the current position.

3. 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 Explanation Employment 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 Duties Document your work experience/job duties to the extent to which you possess the skills, education, experience, minimum qualifications, and preferred qualifications.

If listed, answer all supplemental questions as your answers to these questions will be evaluated during this phase. Provide at least

Colorado Department of Transportation