Staffing Coordinator-Administrative Assistant III - CMHHIP

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

Candidate, please keep in mind that even though you may have applied for a position on a specific unit as indicated in this announcement and if the hiring manager chooses to extend a job offer to you, the hiring manager may make you a job offer within the same classification for a different unit within the hospital.  These opportunities will be based on vacancies at the time of offer and business needs.  All work locations evaluated will remain within CMHHIP.

Colorado Mental Health Hospital at Pueblo (CMHHIP) is an acute care psychiatric hospital that provides comprehensive psychiatric treatment services medical services by multidisciplinary treatment teams. This includes: 24-hour nursing care and assessment; psychiatric intervention and evaluation; psychological services; psycho-social services; Occupational Therapy; Educational and Vocational Rehabilitation services; Recreational Therapy; and other services required of an acute care psychiatric hospital licensed in the state of Colorado. CMHIP provides psychiatric services for adolescent, adult, and geriatric patientsThis position facilitates the deployment of nurse staffing on all units, 7 days per week, by pre-scheduling nursing employees when call-off, vacation, and vacancies occur. Enter critical group tracking data daily and other data as needed, compile various data entry/collection of requested data. This position enters data in a scheduling database, maintains schedules for all patient care units, takes and documents call-off, reviews master schedule for deployment to back-fill groups to avoid treatment group cancellations; various types of data entry and provides documentation to immediate supervisors in the nursing department. Modifying general office and administrative operations to accomplish these duties, decides what operations will be performed, and how the process will be implemented. Classified as an essential position.  This position is required to report to the assigned duty location, no remote option will be available.

 

Staffing and Relief Pool Scheduling:

• 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

Program and Administrative Support:

• 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

Other Duties as Assigned:

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

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

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
• 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.

Appeal Rights:
If you receive notice that you have been eliminated from consideration for this position, you may file an appeal with the State Personnel Board or request a review by the State Personnel Director.

An appeal or review must be submitted on the official appeal form, signed by you or your representative. This form must be delivered to the State Personnel Board by email (dpa_state.personnelboard@state.co.us), postmarked in US Mail or hand delivered (1525 Sherman Street, 4th Floor, Denver CO 80203), or faxed (303.866.5038) within ten (10) calendar days from your receipt of notice or acknowledgement of the department’s action.

For more information about the appeals process, the official appeal form, and how to deliver it to the State Personnel Board; go to spb.colorado.gov; contact the State Personnel Board for assistance at (303) 866-3300; or refer to 4 Colorado Code of Regulations (CCR) 801-1, State Personnel Board Rules and Personnel Director's Administrative Procedures, Chapter 8, Resolution of Appeals and Disputes, at spb.colorado.gov under Rules.

How to Apply

The Assessment Process

For additional recruiting questions, please contact jazzma.gamboa@state.co.us

About Us: 

If your goal is to build a career that makes a difference, consider joining the dedicated people of the Colorado Department of Human Services (CDHS). Our professionals strive to design and deliver high quality human and health services that improve the safety, independence, and well-being of the people of Colorado. In addition to a great location and rewarding and meaningful work, we offer:

• 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

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

information, go to https://www.colorado.gov/pacific/dhr/student-loan-forgiveness-programs.

Our Values:

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.

Salary : $24