Program Assistant II- Interdepartmental Contract Associate CMHHIP

Department Information

Most State of Colorado employees are eligible for a great benefit package! Please see the Supplemental Information section below for details!

Description of Job

About the Position:
This position is responsible for providing administrative support of temporary/contract staff and procurement as assigned for the Colorado Mental Health Hospital (CMHHIP) temporary staffing needs, through the Impact Administration Office (IAO) This position is responsible for supporting contractual agreements and encumbrances for critical care needs of the hospital; such as, critical staffing needs for various departments within the hospital. Under the guidance of the Contracts Manager, this position extracts, evaluates, and analyzes contractual data for use in decision-making by the CXO and CMHHIP leadership. The Contract Specialist provides program and administrative support to the CM and is responsible for processing contractor referrals, selection, on/off boarding processes, managing and processing invoices of the assigned agencies, and managing, updating, and supporting tracking systems throughout assignments. Duties in this position include:

Program and Administrative Support:

• 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 Manager
• prepares correspondence, documentation,reports and slide decks using Microsoft Office Software (Word,
  Excel, Powerpoint) and/or Google (Gmail, Sheets, Slides, Docs)
• manages action items for the CM 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 IOA team as assigned. 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 and other State Departments
• identifies workflow issues and makes suggestions to the CM of solutions reviewing processes, documentation, or other materials as determined
• in collaboration with the IOA team, creates and manages work plans tracking completion and assisting the team to be able to notify the CM of the potential for missed deadlines
• develops and maintains filing systems and tracking as agreed upon by the team and approved by the CM
• properly uploads and maintains organization and access of shared Google folders and folders on the LAN
  following the outlined standard operating procedure
• works with other Program Assistants (PA’s) and office support staff to organize and ensure administrative
  coverage. Directs the flow of assignments, processes required and critical information 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 CM Reviews,
  edits, and finalizes documents (letters, briefing papers, memos) timely ensuring that the documents adhere
  to established CDHS and IAO guidelines for correspondence. Accurately composes, designs, and types
  documents, correspondence, forms, organizational charts, and reports, utilizing a variety of software
  applications (e.g., Microsoft Office, Visio, and Google)
• coordinates the CM communications and communicates within CDHS. Serves as a liaison as assigned for
  stakeholder meetings, 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 in a timely manner
• educates staff on departmental procedures, policies and proper preparation of correspondence, documents and special reports as assigned
• may assist in addressing confidential and sensitive human resource issues as assigned

• assist the CM in the recruitment, referral, onboarding, renewal and offboarding processes
• supports the CM during the contractor referral processes of screening potential staff
• prepares or delegates the preparation of candidate packets for screening for all positions
• coordinates and monitors the screening processes utilized by the contract agency(s) to identify strong contract referrals and communicates the results to the CM
• assists the CM in the review of required qualifications and education and confirms the eligibility of the referral pool
• verifies candidates have appropriate active credentials required for the applicable classification
• prepares, modifies, and maintains a compilation of screening questions related to the position as assigned by CM
• understands and acts as a resource for knowledge regarding hospital-wide programs and processes
• as the lead in hospital-wide hiring processes and guidelines for the programs, may participate on interview panels to assess interview performance and make selection recommendations, as needed
• updates, modifies and maintains processes and guidelines and prepares and sends communication to the agency(s) as instructed by the CM
• provides and/or responds to contacts or delegates, completes and documents the screening results from the notifications for candidate(s) and documents the findings in the appropriate system, and communicates the results to the CM
• oversees the work of peers when providing training in all aspects to backup this position
• actively participates and/or designs methods to collect, synthesize, and interpret data for decision making by the CM in regardings to contract staff and projected numbers of staffing needs
• supports the CM in creating and maintaining robust tracking instruments to ensure accuracy of information
• actively directs and coordinates all aspects of on-boarding, including processing documentation for background checks, being a point of contact throughout this process. Updates and monitors tracking tools for contract staffing that are filling vacant positions throughout the life-cycle of each vacant position
• communicate pertinent information to the CM and CXO as assigned
• provides communication to the CM and appointing authority regarding the status of contract candidate selection, onboarding and orientation communications
• makes notification to all stakeholders the number of agency staff attending each New Hire Orientation

• maintains all contractual documentation and training records for contracted agency staff
• reviews and processes all agency invoices by reviewing submitted timesheets for accuracy by comparing invoiced hours to schedules and hourly bill rates
• communicates with the agency accounting contacts to resolve any disputed billed hours or other inaccuracies. Collaborates with other IOA personnel, OCFMH
  Finance and Southern District Accounting to ensure timely submission of receiving reports to accounting for processing
• reviews and processes all requests for meal relief for the nursing department when overtime is mandated and other special projects as assigned
• assures proper forms are submitted timely to process meal relief requests
• assists employees to establish accounts with Canteen to receive meal relief
• assures accurate submission of request by differentiating mandated vs. voluntary overtime

• includes, but is not limited to, supporting coverage and backup efforts across the Impact Administration Office at a similar level and as assigned
• any other duties that may arise in the course of performing duties of this position that aren’t covered in the above duty statements

Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights

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 relevant 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
• preparing meeting agendas, and taking meeting minutes
• competent in Microsoft Office and Google
• contract management, reporting, and correspondence
• project Lead experience
• high-level decision-making skills
• ability to develop and maintain filing systems both physical and electronic
• data compilation, review, and presentation skills
• experience in invoicing and timekeeping management

• Full background check and reference check required
• This position can be required to work unexpected or unusual work hours to perform the essential and/oremergency services of the department without delay and/or without interruption. This position is required toreport or remain at work during delayed start, early release or closure situations
• 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 MANDT and CPR
• lift arms above head and kick as high as own waist
• stabilize another person to accomplish a controlled containment/manual physical holds
• 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
• 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
• Former State employees who were disciplinarily terminated or resigned in lieu of termination must (1) disclose that information on the application (2) provide an explanation why the prior termination or resignation should not disqualify the applicant from the current position, (3) provide the employee number from the applicant’s 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.

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
• 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. For more

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.

ADA Accommodations: CDHS is committed to the full inclusion of 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, including completing the application process, interviewing, completing any pre-employment testing, participating in the employee selection process, and/or to perform essential job functions where the requested accommodation does not impose an undue hardship. If you have a disability and require reasonable accommodation to ensure you have a positive experience applying or interviewing for this position, please direct your inquiries to our ADA Coordinator, Nancy Schmelzer, at cdhs_ada@state.co.us or call 1-800-929-0791.

~THE STATE OF COLORADO IS AN EQUAL OPPORTUNITY EMPLOYER~