Workforce Specialist - Program Assistant II - CMHHIP

State of Colorado•Pueblo, CO

23h•Onsite

About The Position

This position reports directly to the Impact Administration Office (IAO) Workforce Manager (WM) of the Colorado Mental Health Hospital in Pueblo (CMHHIP). The position provides high-level, professional, administrative, technical, and program support for the WM and the IAO in order to provide efficient oversight, direction, communication, and facilitation of daily operations. The position is responsible for developing strategies for work processes, to identify internal and external information needs, and to formulate recommendations and action plans for resolution of issues. The position is responsible for a multitude of communications and documents to comply with State policies, procedures and regulations. This position must have the ability to analyze presented problems in the area of information management, personnel issues related to Federal Labor Laws, and understand personnel rules and regulations impacting the employees under the Appointing Authority. The position must demonstrate abilities in complex thinking and problem solving and have clear definitive self-initiative and ability to manage and resolve conflicts with others. In addition, this position must be able to work independently and as part of a team; exercise independent judgment; ensure open communication, maintain patient and staff confidentiality, including handling sensitive material; and organize and prioritize multiple projects, schedules, and competing priorities thoroughly in a timely, effective, and professional manner.

Requirements

Five (5) years of relevant experience in an occupation related to the work assigned to this position.
A combination of related education and/or experience in an occupation related to the work assigned equal to five (5) years.
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.
Possess and maintain a valid U.S. driver's license.
Ability to analyze presented problems in the area of information management, personnel issues related to Federal Labor Laws, and understand personnel rules and regulations impacting the employees under the Appointing Authority.
Demonstrate abilities in complex thinking and problem solving.
Clear definitive self-initiative and ability to manage and resolve conflicts with others.
Ability to work independently and as part of a team.
Exercise independent judgment.
Ensure open communication.
Maintain patient and staff confidentiality, including handling sensitive material.
Organize and prioritize multiple projects, schedules, and competing priorities thoroughly in a timely, effective, and professional manner.

Nice To Haves

Related state experience
Experience with Microsoft and/or Google applications
Excellent communication skills
Close attention to detail and ability to closely follow multi-step processes and perform at high levels of accuracy
Participation in both team and individual environments
Experience with project management or event planning
Relevant years of State service

Responsibilities

Develop and prepare meeting agendas, attend meetings, record and transcribe meeting minutes as needed within agreed-upon deadlines.
Prepare correspondence, documentation, reports and slide decks using Microsoft Office Software (Word, Excel, PowerPoint) and/or Google (Gmail, Sheets, Slides, Docs).
Manage action items for the WM to ensure timely approval of contracts, reports, correspondence, etc., and respond to inquiries and work on assignments.
Assist in the coordination and tracking of various administrative assignments and/or activities.
Act as the project lead and manage special projects in support of the IOA team as assigned.
Develop and coordinate the implementation of administrative projects/initiatives.
Translate project concepts into concrete operations to support the goals of the office.
Provide technical assistance and respond to questions and requests for information for program areas, answer internal and external stakeholder questions, and route more specific requests to appropriate program staff or managers within CMHHIP and other State Departments.
Identify workflow issues and make suggestions to the WM of solutions reviewing processes, documentation, or other materials as determined.
In collaboration with the IOA team create and manage work plans to track completion and helping the team to be able to notify the WM of the potential for missed deadlines.
Develop and maintain filing systems and tracking as agreed upon by the team.
Manage the calendar and scheduling of the WM by recommending, scheduling, and committing to meetings and functions, outlining options, and assisting with the prioritizing of commitments and appointments.
Confirm appointment calendars to ensure that the WM’s time is utilized efficiently.
Review calendar daily to resolve any appointment conflicts.
Handle mail received on the same day of receipt.
Properly upload and maintain organization and access of shared Google folders and folders on the LAN following the outlined standard operating procedure.
Work with other Program Assistants (PA’s) and office support staff to organize and ensure administrative coverage.
Direct the flow of assignments, processes required and critical information to the appropriate staff and program area.
Review, prioritize and accurately respond to address all incoming correspondence.
Assist with formal business communication, including formatting and writing documents developing and refining presentations.
Draft responses (memos, letters, and emails) to routine inquiries to be approved by the WM.
Review, edit, and finalize documents (letters, briefing papers, memos) timely ensuring that the documents adhere to established CDHS and IAO guidelines for correspondence.
Accurately compose, design, and type documents, correspondence, forms, organizational charts, and reports, utilizing a variety of software applications (e.g., Microsoft Office, Visio, and Google).
Coordinate the WM communications and communicate within CDHS.
Serve as a liaison for stakeholder meetings, preparing agendas, conference rooms, conferencing materials or technology.
Receive incoming telephone calls, triage calls according to guidance, and respond to customer inquiries and/or allocate calls to the appropriate staff member.
Respond to emails and voicemails to solve problems in a timely manner.
Educate staff on departmental procedures, policies and proper preparation of correspondence, documents and special reports as assigned.
Assist in addressing confidential human resource issues.
Gather, compile, and analyze information in preparation for meetings.
Analyze and follow-up on action items, identify problem areas and issues, devise solutions.
Communicate issues with appropriate points of contacts, and draft responses for approved administrative changes.
Manage customer service for assigned responsibilities including attending to complaints from employees, customers and disgruntled and/or concerned citizens with tact and diplomacy; determine the problem or concern, and the remedial action requested by the individual.
Prioritize and communicate to the applicable WM critical issues, legal matters, potential lawsuits/appeals, and complaints.
Research the appropriate action or person to assist using various resources.
Track and monitor responses and resolution of complaints.
Prioritize and communicate to the applicable stakeholders critical issues, legal matters, potential lawsuits, and complaints.
Communicate processes and timelines to internal and external stakeholders or requestors of information with tact, diplomacy and excellent communication skills.
Perform administrative support duties such as typing, collating, compiling, formatting and filing.
Clarify data with WM in collaboration with other departments to correct factual errors detected in documents or other transactions, provide input to establish general office record systems; including the content of files, circulation and retrieval, production, access disposal of pertinent data.
Support other Program Assistant II’s within the Impact Office serving as a backup when absences occur, communicate outcomes.
Provide administrative office support for special projects and functions and as a backup during absences of other department’s program assistants.
Assist the WM in the recruitment, hiring and onboarding processes.
Assist WM with job postings to identify errors, formatting issues prior to and when posted on the State job website.
Work in collaboration with the CMHHIP assigned Program leadership and CMHHIP Human Resources Department in the recruiting processes to screen potential candidates.
Prepare or delegate the preparation of candidate packets for interviews for all positions.
Identify strong applicants from a pool of referred candidates through collaboration with the HR Team.
Coordinate interviews with designated hiring managers and interview panel designees.
Review qualifications and education and confirm eligibility of applicant pool as a second level analysis.
Verify applicants have appropriate active credentials required for the classification applied for prior to interview.
Prepare, create, curate, and maintain a compilation of interview questions, which will include behavioral and relevant questions related to the position as assigned by WM.
Understand and act as a resource for knowledge regarding hospital-wide programs and processes as it relates to the assigned exam plan.
Participate on interview panels to assess interview performance and make selection recommendations, as needed.
Actively participate and/or design methods to collect, synthesize, and interpret data for decision making by management of the executive staff in regards to the hiring process as approved by WM.
Create and maintain robust tracking instruments to ensure accuracy of information.
Schedule referred applicants and interview panel for interview, prepare all correspondence and documents for the interview packets and brief the panel on pertinent information related to the applicants and answer questions from the panel.
Collect and document the results of interview, selection and reference check findings in the applicable tracking systems, notifications for candidate references and document the findings in the appropriate system, and communicate the reference’s comments to the WM.
Contact or delegate contact with candidate references, and communicate the reference’s comments to the appropriate department.
Communicate with WM when exam packets are complete and ready for job offers.
Provide administrative support to the WM during the selection process in updating the tracking systems, email communications notifying HR & the hiring manager and appointing authority of candidate status and follow up on incomplete information.
Review and make modifications of work completed by peers who prepare relevant correspondence paperwork for both employee-requested and administrative transfers, and demotions for hiring manager for signature.
Actively direct and coordinate all aspects of on-boarding, and tracking and management of vacant positions throughout the life-cycle of each vacant position and communicate pertinent information to the HRTA.
Provide communication to the WM, hiring manager and appointing authority regarding the status of candidate selection, onboarding and new hire orientation communications.
Proactively seek and recommend methods that create a positive workplace environment with the goal of retention of staff working collaboratively with the HR Employee and Labor Relations.
Create and/or obtain all documentation required for each action to be submitted to the eClearance/PAF system in a timely manner.
Organize, manage and assist in active, inactive, development of new positions descriptions and modifications of current position descriptions for hospital-wide departments as assigned by the WM.
Make appropriate travel arrangements and/or prepare travel requests.
Complete travel reimbursement, review for accuracy and submit for payment as appropriate.
Ensure travel itinerary has been provided to the Administrator(s) and provide necessary travel materials (maps, hotel, phone numbers, confirmation numbers, etc.) to ensure a successful trip.
Ensure compliance with all applicable rules, laws, and policy with purchasing cards and travel cards.
Purchase office supplies, equipment, and furniture within approved purchasing and accounting guidelines to ensure the office is welcoming and professional at all times.
Assure equipment is inventoried, properly installed and may provide training on the use of equipment.
Write contracts for personnel service to achieve program goals.
Measure deliverable outcomes and make recommendations for new services or equipment.
Reconcile monthly expenditure transactions and reallocate funding/coding string as appropriate for all purchases and transactions.
Print, review and acquire signatures from P-Card approver within expected timeframes for monthly statements.
Maintain a spreadsheet to track the budget for the Office and ensure that all purchases are in line with policy and have appropriate approvals.
Follow fiscal rules and ensure proper accounting procedures and policies are followed.
Reconcile the budget monthly.
Communicate the status of all line items target vs actual percentage of expenditure with the Chief Impact Officer and Hospital Strategy Director on a monthly basis or as needed.
Serve as the backup for the CXO and HSD program assistants and will ensure that timekeeping functions are completed accurately and timely within all Federal rules and regulations, Department of Personnel and Administration (DPA), Colorado Department of Human Services (CDHS) and CMHHIP policies and procedures.
Ensure Time Assistant Weekly & Pay Period Closing Checklist are completed timely, meeting all payroll deadlines.
Work in tandem and communicate with supervisors to acquire required information/documents pending pay close deadlines.
Maintain timekeeping records for all employees as assigned.
Perform any other duties that may arise in the course of performing duties of this position that aren’t covered in the above duty statements.
Support coverage and backup efforts across the Impact office at a similar level and as assigned.

Benefits

Strong, secure, yet flexible retirement benefits including a 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
Some positions may qualify for the Public Service Loan Forgiveness Program