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

*This position is open to current Colorado residents only.*

*This position is on-site only*

Please note: This recruitment may be used to fill multiple vacancies.

About Fort Logan:
The Colorado Mental Health Institute at Fort Logan (CMHIFL) is one of two state hospitals serving our community. The vision of CMHIFL is to provide the highest quality mental health services to persons with complex, serious, and persistent mental illness within the resources available. Our mission is to support those individuals in achieving their recovery goals and reaching their full potential. CMHIFL provides inpatient treatment to adult patients, generally between the ages of 18-59. The hospital currently has 94 adult inpatient beds, over four treatment units and is scheduled to open an additional 44 beds (two units) in August 2022. These two forensic units will be dedicated to providing psychiatric stabilization and restoration treatment to individuals opined incompetent to proceed as a result of their mental illness. Medical services, occupational therapy, neuropsychological-rehabilitation services, and trauma-informed care services are available for all patients throughout the hospital. 

Through our core values listed below, CMHIFL staff is committed to:

• Individual dignity and respect;
• Person-centered, evidence-based care;
• Trauma-informed recovery;
• Multidisciplinary collaboration;
• Diversity and inclusion;
• Strong family and community partnerships

CDHSCareers

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

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:

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.

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Preferred Qualifications:

• Experience in administrative support.
• Experience in database management.
• Experience working with Google/Microsoft applications.
• Experience within a safety and security setting.
• Strong background in problem solving computer/software challenges.
• Experience with the mental health population/trauma informed care.
• Experience within a safety and security setting. 
• Strong Ability to effectively multitask and prioritize deadlines/task management.
• Strong computer skills.
• Strong organizational skills.
• Strong written and verbal communication.
• Strong attention to detail.
• Ability to submit error free PAF’s as staffing and hiring is critical in the department.
• Ability to maneuver quickly between competing projects and manage deadlines.
• Proficient in using Google Sheets pivot tables to efficiently manipulate, summarize, and extract insights from large datasets. 
• Excellent oral and written communication skills, including grammar, spelling, and editing skills and experience developing professional correspondence.
• Superior organization, customer service, and interpersonal skills.
• Strong critical thinking and analytical skills with the ability and flexibility to learn new systems, processes, and policies/regulations/protocols.
• Demonstrated ability to prioritize, multitask, and meet deadlines with minimal direction and on behalf of executive leadership.

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. Provide at least 4-8 sentences for each supplemental question.     

Supplemental Questions:

Answer the supplemental questions completely and thoughtfully. We will rate your answers  based on the content of your response and your writing skills (spelling, grammar, and clarity of your writing).

Appeal Rights:

You may file an appeal with the State Personnel Board or request a review by the State Personnel Director if your application is eliminated.  You will find the appeals process, the official appeal form, and how to deliver it on the State Personnel Board website.

• You or your representative must sign and submit the official appeal form for review.  

• You can find the official appeal form here. 

• You must be deliver the official appeal form to the State Personnel Board:

  • By email ([email protected]), or

  • Postmarked in US Mail to(1525 Sherman Street, 4th Floor, Denver CO 80203, 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.

Contact the State Personnel Board for assistance:

• At (303) 866-3300, or

 Refer to the  Colorado Code of Regulations (CCR) 801-1, State Personnel Board Rules and Personnel Director's Administrative Procedures, Chapter 8, Resolution of Appeals and Disputes, within the Rules webpage.

How to apply to the State of Colorado

The Assessment Process

About Us & Benefits: 

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 Planwww.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

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

Our Values:

We believe in a people-first approach: 

• We believe in a people-first approach: We prioritize the needs, well-being, and dignity of the individuals, families and communities we serve. We commit to respect, fairness and access in every decision, policy and interaction. We engage client voices and experiences in the development and implementation of the services we provide.

• 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 a Colorado for 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. 

This includes completing the application process, interviewing, completing any pre-employment testing, participating in the employee selection process, and/or performing 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 [email protected].EEO Statement

The State of Colorado is an equal opportunity employer (EEO Statement):

We are committed to increasing a “Colorado for ALL" of our staff and providing culturally responsive programs and services. Therefore, we encourage responses from people of all backgrounds and abilities.  The State of Colorado believes that a “Colorado for ALL” drives our success, and we encourage candidates from all identities, backgrounds, and abilities to apply. The State of Colorado is an equal opportunity employer committed to building inclusive, innovative work environments with employees who reflect our communities and enthusiastically serve them. Therefore, in all aspects of the employment process, we provide employment opportunities to all qualified applicants without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity or expression, pregnancy, medical condition related to pregnancy, creed, ancestry, national origin, marital status, genetic information, or military status (with preference given to military veterans), or any other protected status in accordance with applicable law.

Additional Support For Your Application

Toll Free Applicant Technical Support

If you experience technical difficulty with the NEOGOV system (e.g. uploading or attaching documents to your online application) call NEOGOV technical support at 855-524-5627 Mon-Fri between 6 am and 6 pm (Pacific Time).  Helpful hints: if you are having difficulty uploading or attaching documents to your application 1) ensure your documents are PDF or Microsoft Word files and 2) close the document before you attempt to upload (attach) it.

~THE STATE OF COLORADO IS AN EQUAL OPPORTUNITY EMPLOYER~