Program Assistant II - Outpatient Services

State of Colorado•Denver, CO

2d•Onsite

About The Position

This position is open to current Colorado residents only. Civil and Forensic Mental Health services (CFMH) operates Colorado’s two mental health hospitals, the Forensic Services Division, the Division of Mental Health Transitional Living, and now the Outpatient Services Division (OSDV). The office provides a continuum of mental health care for both Civil and Forensic clients. Civil clients are individuals who are committed by a civil court into the care of the Colorado Department of Human Services because they have serious and persistent mental health conditions. Forensic clients include those who are charged with a crime and have a mental or developmental disability that prevents them from assisting in their own defense or rationally understanding the criminal court proceedings, and those who have been charged with a crime but found not guilty by reason of insanity. CFMH works across the legal system to provide evaluations, treatment and case management for these clients. Outpatient Services is the newest part of this continuum, working to support clients stepping down or being diverted from hospitals and jails, and giving them the care they need in the community. Through our core values listed below, Outpatient Services 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

Requirements

Five (5) years of high level experience supporting directors or executives in an administrative assistant, executive assistant, or similar support roles.
Experience to include helping to manage projects, implementing office work processes, managing schedules, analyzing program/data information, developing guidelines and/or templates, creating and/or updating work processes.
A combination of education in Business Administration, Business Management, Administration, or related field and/or experience in high level experience supporting directors or executives in an administrative assistant, executive assistant, or similar support roles.
Experience to include helping to manage projects, implementing work processes, managing schedules, analyzing program/data information, developing guidelines and/or templates, creating and/or updating work processes equal to five (5) years.
Full background check and reference check required
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.
May travel
2-step TB (tuberculosis) screening is required of all new employees upon hires.
Annual influenza vaccination and other vaccinations as required by the State of Colorado.

Nice To Haves

Experience in healthcare, behavioral health, or social services administrative support.
Experience with people with serious mental illness.
Experience with Google Workspace, Microsoft office, spreadsheets, and electronic health records strongly preferred.
Bilingual in Spanish.
Excellent customer service skills
Excellent reading and writing skills
Excellent analytical and problem solving skills
Relevant years of state service experience.

Responsibilities

Provides program assistance and technical support for the Outpatient Clinic, including its directors, managers, and general staff members.
Facilitates the development and implementation of plans and procedures directed at ensuring deadlines are met by the departments and departmental goals are met through assessment of existing policy and procedure, use of technical programs and support systems, identification of barriers, independent problem-solving, supporting implementation, and evaluating effectiveness.
Creates and maintains various databases and organizational systems to ensure secure storage, tracking, and HIPAA compliance on behalf of the departments. Such duties include but are not limited to file retention and tracking, student record and previous employee record retention, shared drive management and support, supports managers schedules as needed, and supports facilitation, agenda, and minute taking for departmental meetings.
Synthesizes data and information into management reports utilized in various meetings, including but not limited to data reports regarding clinical intervention (i.e., group sessions and EHR documentation) and discharge barrier variables.
Serves as the department liaison for hospital staff and represents the clinical departments leadership within the hospital.
Responsible for the completion of all eClearance and PAF’s for the departments.
Serves as the primary source of guidance to management and staff with documentation and process needs.
Facilitates timely, organized, and accurate completion of all such tasks within Division practices.
Works collaboratively with human resources and the employee labor and relation team to support, facilitate, and track all position postings, applicant materials, interviews, hiring, onboarding, and off-boarding processes.
Leads the coordination of applicant interviews, storage of their application and interview information, and completion of all new employee orientation needs.
Directly assists in the facilitation of new employee onboarding and orientation across the departments, including information sharing, orientation to the hospital, office supply coordination, and serving as the staff support liaison for administrative related issues.
Maintains confidential record keeping systems for all current employees licensing requirements and ensures timely submission of annual verification requirements related to licensure, outside employment, etc.
Maintains the department manager's supervisory files in a secure location and ensures compliance and updated information is obtained.
Has designated timekeeping duties within the hospital’s system.
Supports scheduling, direction, and collaboration with the clinical team to connect clients to care.
May include phone, telehealth video, or in person contact with clients of the clinic, as well as direct and indirect support to engage clients with a clinician, basic administrative support, and compassion for clients who may be suffering from acute mental health symptoms.
Other duties as assigned include: notary services, cross-training and support for Clinical Services administration, Division-wide ad hoc activities, general departmental support, etc.

Benefits

PERA Defined Benefit Plan or PERA Defined Contribution Plan 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
State of Colorado Employee BenefitHub Resource Center
Employee Wellness program
Excellent work-life programs, such as flexible schedules, training and more
Remote work arrangements for eligible positions
Public Service Loan Forgiveness Program