Workforce Specialist - Program Assistant II - CMHHIP

State of Colorado•Pueblo, CO

28d

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 conflict 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, 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.

Nice To Haves

Preference will be given to individuals with 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 and may involve a variety of special duties or tasks, which will be evaluated at the discretion of the Manager.
Prepares correspondence, documentation, reports and slide decks using Microsoft Office Software (Word, Excel, PowerPoint) and/or Google (Gmail, Sheets, Slides, Docs).
Manages action items for the WM to ensure timely approval of contracts, reports, correspondence, etc., and responds to inquiries and works on assignments. Assists in the coordination and tracking of various administrative assignments and/or activities.
Acts as the project lead and manages special projects in support of the IOA team as assigned. Develops and coordinates the implementation of administrative projects/initiatives.
Translates project concepts into concrete operations to support the goals of the office.
Demonstrates a high level of decision-making skills and short and long-term planning.
Provides technical assistance and responds to questions and requests for information for program areas, answers internal and external stakeholder questions, and routes more specific requests to appropriate program staff or managers within CMHHIP and other State Departments.
Identifies workflow issues and makes suggestions to the WM of solutions reviewing processes, documentation, or other materials as determined.
In collaboration with the IOA team creates and manages work plans to track completion and helping the team to be able to notify the WM of the potential for missed deadlines.
Develops and maintains filing systems and tracking as agreed upon by the team.
May 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.
Confirms appointment calendars to ensure that the WM's time is utilized efficiently.
Reviews calendar daily to resolve any appointment conflicts.
Meets as necessary with the Manager to review appointments as needed.
Handles mail received on the same day of receipt.
Properly uploads and maintains organization and access of shared Google folders and folders on the LAN following the outlined standard operating procedure.
Works with other Program Assistants (PA's) and office support staff to organize and ensure administrative coverage.
Directs the flow of assignments, processes required and critical information to the appropriate staff and program area.
Reviews, prioritizes and accurately responds to address all incoming correspondence.
Assists with formal business communication, including formatting and writing documents developing and refining presentations.
Drafts responses (memos, letters, and emails) to routine inquiries to be approved by the WM reviews, edits, and finalizes documents (letters, briefing papers, memos) timely ensuring that the documents adhere to established CDHS and IAO guidelines for correspondence.
Accurately composes, designs, and types documents, correspondence, forms, organizational charts, and reports, utilizing a variety of software applications (e.g., Microsoft Office, Visio, and Google).
Coordinates the WM communications and communicates within CDHS.
Serves as a liaison for stakeholder meetings, preparing agendas, conference rooms, conferencing materials or technology.
Receives incoming telephone calls, triages call according to guidance, and responds to customer inquiries and/or allocates calls to the appropriate staff member.
Respond to emails and voicemails to solve problems in a timely manner.
Educates staff on departmental procedures, policies and proper preparation of correspondence, documents and special reports as assigned.
May assist in addressing confidential human resource issues.
May gather, compile, and analyze information in preparation for meetings.
Analyze and follow-up on action items, identifies problem areas and issues, devises solutions.
Communicates issues with appropriate points of contacts, and drafts responses for approved administrative changes.
This position will 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.
Communication of processes and timelines to internal and external stakeholders or requestors of information must be conducted with tact, diplomacy and excellent communication skills.
Performs administrative support duties such as typing, collating, compiling, formatting and filing.
Clarifies data with WM in collaboration with other departments to correct factual errors detected in documents or other transactions, provides input to establish general office record systems; including the content of files, circulation and retrieval, production, access disposal of pertinent data.
Supports other Program Assistant II's within the Impact Office serving as a backup when absences occur, communicates outcomes.
May be called upon by other CMHHIP Departments to provide administrative office support for special projects and functions and as a backup during absences of other department's program assistants
This position will assist the WM in the recruitment, hiring and onboarding processes.
Assists WM with job postings to identify errors, formatting issues prior to and when posted on the State job website.
Works in collaboration with the CMHHIP assigned Program leadership and CMHHIP Human Resources Department in the recruiting processes to screen potential candidates.
Prepares or delegates the preparation of candidate packets for interviews for all positions.
Identifies strong applicants from a pool of referred candidates through collaboration with the HR Team.
Coordinates interviews with designated hiring managers and interview panel designees.
Review qualifications and education and confirm eligibility of applicant pool as a second level analysis.
Verifies applicants have appropriate active credentials required for the classification applied for prior to interview.
Prepares, creates, curates, and maintains a compilation of interview questions, which will include behavioral and relevant questions related to the position as assigned by WM.
Understands and acts as a resource for knowledge regarding hospital-wide programs and processes as it relates to the assigned exam plan.
May participate on interview panels to assess interview performance and make selection recommendations, as needed.
Actively participates and/or designs 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.
Creates and maintains robust tracking instruments to ensure accuracy of information.
Schedules referred applicants and interview panel for interview, prepares all correspondence and documents for the interview packets and briefs the panel on pertinent information related to the applicants and answers questions from the panel.
Collects and documents the results of interview, selection and reference check findings in the applicable tracking systems, notifications for candidate references and documents the findings in the appropriate system, and communicates the reference's comments to the WM.
Contacts or delegates contact with candidate references, and communicates the reference's comments to the appropriate department.
Communicates with WM when exam packets are complete and ready for job offers.
Provides 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.
Reviews and makes 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 directs and coordinates all aspects of on-boarding, and tracking and management of vacant positions throughout the life-cycle of each vacant position and communicates pertinent information to the HRTA.
Provides communication to the WM, hiring manager and appointing authority regarding the status of candidate selection, onboarding and new hire orientation communications.
Proactively seeks and recommends methods that create a positive workplace environment with the goal of retention of staff working collaboratively with the HR Employee and Labor Relations.
As assigned makes appropriate travel arrangements and/or prepares travel requests. Completes travel reimbursement, review for accuracy and submits for payment as appropriate. Ensures travel itinerary has been provided to the Administrator(s) and provides necessary travel materials (maps, hotel, phone numbers, confirmation numbers, etc.) to ensure a successful trip. Ensures compliance with all applicable rules, laws, and policy with purchasing cards and travel cards.
When delegated, purchases office supplies, equipment, and furniture within approved purchasing and accounting guidelines to ensure the office is welcoming and professional at all times. Assures equipment is inventoried, properly installed and may provide training on the use of equipment. May write contracts for personnel service to achieve program goals. Measures deliverable outcomes and makes recommendations for new services or equipment. Reconciles monthly expenditure transaction and reallocates 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.
Maintains a spreadsheet to track the budget for the Office and ensures that all purchases are in line with policy and have appropriate approvals. Follows fiscal rules and ensures proper accounting procedures and policies are followed. Reconciles the budget monthly. Communicates 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.
This position serves as the backup for the CXO and HSD program assistants and will insure 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. Ensures Time Assistant Weekly & Pay Period Closing Checklist are completed timely, meeting all payroll deadlines.
Works in tandem and communicates with supervisors to acquire required information/documents pending pay close deadlines. Maintains timekeeping records for all employees as assigned.
Any other duties that may arise in the course of performing duties of this position that aren't covered in the above duty statements. This includes, but is not limited to, supporting 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.