Staffing Coordinator-Administrative Assistant III - 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

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  Monitors, updates and maintains Nursing Department schedules for all patient care units, takes and documents call-off; reviews the master schedule for coverage needs in order to back-fill shift vacancies and communicates with staff regarding these needs
• Identifies, provides and coordinates coverage as needed among all CMHHIP units in consideration of identified needs based on acuity, resources, policies, and guidelines
• Facilitate and obtain coverage on a shift-by-shift basis
• Follow-up with high acuity units at least once during any given shift to ascertain the status of coverage.
• Works collaboratively with managers on scheduling issues and receives input and feedback regarding improving processes and facilitating safe and effective coverage
• Ensure Units are optimally staffed and meet minimum numbers to provide safe and effective patient care based on the CMHHIP Nurse Staffing Plan. This position will assist with Maintaining compliance with mandatory in-service requirements, including notification of classes, and assisting employees in scheduling
• Maintaining education profiles, including audits for completeness and timeliness
• Receives report and communicates with all units for cross-shift information, documents all call-offs, no call/no shows of nursing staff. Provides documentation to the Office Manager, RN III, Nurse Manager, and House Supervisor lead nurses and leadership as needed
• Track the use of the relief pool, and share pertinent information with others as appropriate and needed
• Maintains proficiency in the current scheduling software application to staff the facility complying with applicable standards and guidelines
• Assists with the verification and authorization process of pool Leave/Absence Request and Authorization forms.Provides feedback to Keeps direct supervisors informed of pool employee’s work performance

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  Maintains communication with and notifies pool staff of in-services, chart deficiencies in BEHR, Code Zero Drills,Computer Based Training or other various paper/computer work which requires a deadline. Provide backup coverage to the existing Admin Assistant IIIs.
• Adheres to assigned work schedule and does not abuse leave practices
• Demonstrates knowledge of CDHS and CMHHIP policies and procedures
• Coordinates service delivery in the absence of others
• Maintains educational requirements by attending in-services required to meet the proficient level of job competency and hospital requirements
• Provides employees assistance with allocation of time in the timecard to enter and correct activity codes
• Provides functional guidance to staff and managers on scheduling processes and computerized scheduling programs and tracking sheets
• Ensures pool employees/supervisors are aware when TST (PPD) or any required vaccinations are due
• Ensures Quality Assurance/Performance Improvement (QA/PI) or audits are complete
• Responsible for entering data, generating and compiling reports, as requested, while staying compliant at all times with Personnel Board Rules, the COWINs Partnership Agreement, CMHHIP Policy and Procedure and any other regulatory guidelines governing the use of and accumulation of sick, vacation and any other leave time
• Meet CMHHIP deadlines for completion of personal time cards
• Completes and reports on weekly audits and findings of the schedules for accuracy and trending issues as assigned
• Utilizes multiple computer programs to complete reports and maintains proficiency in software programs (i.e. Excel,Access, e-mail, Google Apps, etc.). Utilizing time management skills in completing various tasks in order of importance
• Reads and prioritizes emails in order of importance
• Responsible for reporting information on attendance, call-offs, timeliness of employees assigned to the relief pool when reporting for duty to the Staffing Office Manager
• Attends meetings as needed
• Provides backup coverage to fellow Administrative Assistant III’s

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  Any other duties that may arise that may need to be completed that are not covered in the above duty statements.

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

• 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
• Shift work Required
• 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.
• 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 CMHIP 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 complete CTI and CPR
• Lift arms above head and kick as high as own waist
• Stabilize another person to accomplish a controlled take down
• 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 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
• Agreeable and able to travel
• 2-step TB (tuberculosis) screening is required of all new employees upon hire;
• Annual influenza vaccination.

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.

ADAA 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 ADAA Coordinator, Nancy.Schmelzer,@cdhs_ada@state.co.us or call 1-800-929-0791.