Administrative Assistant III- Staffing Coordinator CMHHIP

Department Information

Description of Job

• Facilitate and coordinate clinical treatment group coverage, under the direction of the Administrator V, among all CMHIP units, considering identified needs and resources.
• Pre-schedule clinical employees as needed (call-off, vacation, vacancies) based on identified needs of units.
• Consistently presents a positive, professional image utilizing tact and diplomacy in interactions with others.
• Adheres to the assigned work schedule and does not abuse leave practices.
• Demonstrates knowledge of DHS and CMHHIP policies and procedures.
• Coordinates service delivery in the absence of others.
• Maintains education requirements by attending in-services required to meet the proficient level of job competency and hospital requirements.
• Serves as a role model regarding conflict resolution, problem solving and customer service.
• Responsible for entering data, generating weekly reports.
• Monitors group adherence through group audits, tracks data daily, and runs reports for the COT department.
• Proficient in COT scheduling processes and procedures to efficiently take clinical staff call-off/deploys staff for group and activity coverage.
• Proficient in utilizing scheduling systems for accurate reporting.
• Accurately provides written reports on call-off, group coverage/cancellation and other data reports as directed by the Administrator V and Director.
• Responsible for working with treatment teams by taking protocols and updated group materials to the units for the unit protocol manuals.
• Randomly goes to units to ensure the most updated group schedule is posted.

• Communicates with the Administrator V and Director regarding concerns and issues.
• Communicates with unit employees when unit employees request treatment materials, etc.
• Protects and maintains patient and staff information, including confidential and sensitive material.
• Shares pertinent and important information with appropriate individuals as needed; under the supervision of the Administrator V, must assist and provide relevant documentation of all clinical staff to assigned supervisors.
• Demonstrates responsiveness to questions and concerns of others including clinical supervisors, and support/ancillary services while maintaining flexibility and willingness to meet the needs of others; assists with communicating special directives; notices and information to CMHIP clinical employees as directed by immediate COT supervisor/director; assists in communicating changes in policies and procedures to COT MHC employees.
This position will anticipate further needs and resolve problems in advance. Adhere to CMHHIP and CDHS Code of Conduct.

• Reviews schedules on a daily basis to ensure unit treatment groups are covered.
• Track all data as assigned specific to call off, deployment, vacation and vacancy and treatment group coverage; share pertinent information with others as appropriate and needed.
• Maintain all group tracking data on a daily basis and run reports when requested and at a minimum, monthly.
• Seek customer input and feedback regarding improving processes and facilitating safe and effective coverage.
• Completes all required reports timely and accurately.
• Utilizes multiple computer programs to complete reports and maintains proficiency in software programs (i.e. Excel, Access, e-mail, Google Files, Group Tracker program, Scheduling software).
• Utilizing time management skills in completing various tasks in order of importance.
• Read emails in order of importance.

• Responsibility to perform assigned tasks and duties within the scope of practice for this position that do not fall within the realm of duty statements A-D

Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights

Minimum Qualifications:
Three (3) 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 relevant experience in an occupation related to the work assigned equal to three (3) years

• Two (2) years experience working with the Google Suite of programs, particularly Google Sheets

• 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.
• Former State employees who were disciplinarily terminated or resigned in lieu of termination must disclose the information on the application and provide an explanation why the prior termination or resignation should not disqualify the applicant from the current position. Absent extraordinary circumstances, prior disciplinary termination or resignation in lieu of termination will disqualify the applicant from future State employment with CDHS.

Supplemental Information

• Strong, secure, yet flexible retirement benefits including a PERA Defined Benefit Plan or PERA Defined Contribution Plan www.copera.org 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
• BenefitHub state employee discount program
• Employee Wellness program MotivateMe
• Excellent work-life programs, such as flexible schedules, training and more

• Remote work arrangements for eligible positions

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  Some positions may qualify for the Public Service Loan Forgiveness Program. For more

We believe in a people-first approach: To serve the people of Colorado, we develop a culture and work environment that creates an energized, inspired, and healthy team capable of giving their best to Coloradans.

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.

We are committed to increasing the diversity of our staff and providing culturally responsive programs and services. Therefore, we encourage responses from people of diverse backgrounds and abilities.