Program Assistant II - Safety Department - Colorado Mental Health Hospital in Fort Logan

Job Title

This position will report entirely in-person. This position will include actively moving and performing tasks in various locations throughout the hospital.

Job Description

About this Position: This position is being filled to support the needs of the growing Safety Department. The role serves as a benefit across the hospital in supporting hospital operations via the Safety Department and Support Services and works under the direction of the Chief Support Services Officer at CMHFL and provides administrative, and technical program support and management in areas of time assistance; PAF generating, tracking, and reconciliation. This position assists in staff scheduling, department meeting notes, and management of employee files.

Primary Job Duties: Office Management Safety Department:

• Fully operational Program Assistant for the Safety Department. Develops, plans, and implements procedures to ensure that workload, operational requirements, deadlines, guidelines, and expectations are being met by the Safety Department.
• Manages multiple Google calendars, provides administrative support to the Director of Safety, maintains departmental spreadsheets and documentation, and develops database innovations as necessary.
• Develops and maintains filing systems for personnel, including confidential personnel files, ensuring that training records, performance plans/evaluations, and other needed information are current.
• Assists with inputting and tracking PAF movements in eClearance as required to aid the Director of Safety and Chief Support Services Officer.
• Provides timekeeping functions utilizing the KRONOS system. Supports the office by answering communications and anticipating customer needs in responding to requests for information, maintaining office supplies, and initiating work orders.
• Provides meeting notes and agendas for Safety Department meetings in collaboration with Department leadership.
• Works with the CFO's office on appropriate coding strings for procurement, PCard purchases, reallocation purposes, and completion of receiving reports as indicated for business needs.
• Manages Safety Department uniform and supply inventories. Tracks, anticipates needs, sends email reminders, and phone reminders, or physically obtains data and information as needed, and inputs necessary data into monthly required spreadsheets and/or other databases, including KRONOS and E-Clearance.
• Briefs the Director of Safety and Chief Support Services Officer so that they are made aware of any concerns or discrepancies in practice or against CDHS policy or procedures if actions in their roles as Appointing Authorities are necessary.
• Analyzes data, identifies problem areas and issues, devises solutions, and prepares reports substantiating solutions; makes decisions to answer questions and provide technical information or resolves discrepancies on the interpretation of program rules, regulations, processes, and other technical guidelines.

Communication:

• Communicates with staff from various internal and external stakeholders to ensure smooth coordination of meetings and projects.
• Informs the Director of potential problems and/or challenges pertinent to department operations either internally or externally and recommends solutions.
• Compiles information and distributes information to the Safety Department and ensures documents are current and accessible on the shared drive. This includes departmental policies and procedures.
• Liaison to all other disciplines within the hospital.
• Maintain Safety Department digital scheduling, overtime, and job posting billboards for purposes of ensuring equitable opportunities for all department staff.

Training Coordination for Safety and Communications:

• Supports the Safety/Communications Department in maintaining, updating, and tracking necessary changes to department training manuals.

Program Coordinator/Administrator Administrative Support Services/Operator Functions:

• Support and assist Support Services Department administrative staff as a backup. This allows for cross-coverage for time-sensitive projects as determined by the Chief Support Services Officer and/or the Director of Safety.

Hospital Badge Coordinator:

• Coordinate the printing and distribution of staff badges to support the hospital. This is in accordance with security requirements and accreditation with The Joint Commission.

Other Duties as Assigned:

• Other duties as assigned in order to support the Safety Department, as required.

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 (administrative and/or clerical duties).

Substitutions:

A combination of related education and/or relevant experience in an occupation related to the work assigned equal to five (5) years.

Conditions of Employment:

• 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.
• Current and Valid unrestricted Colorado Driver's License or non-restricted U.S. Driver License for positions within 30miles of CO state border.
• 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.
• 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.
• Must be 21 years of age or older
• May be required to provide local transport for patient care
• Travel to assigned trainings and/or work sites
• Required to report without delay or interruption to provide essential or emergency services to ensure health, safety, and welfare.
• Must take and pass a Tuberculosis (TB) test
• 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 CMHHIFL 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 CPI and CPR; Lift arms above head and kick as high as own waist; Stabilize another person to accomplish a take down. 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;

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