ADMINISTRATIVE ASSISTANT III - CMHHIIP Operations

Department Information

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This position is open only to Colorado State Residents

Please note: This recruitment may be used to fill multiple vacancies.About Colorado Mental Health Hospital in Pueblo:

Colorado Mental Health Institute at Pueblo (CMHIP) 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 patients.

Description of Job

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This is a Full\-time, in\-person position, incumbent will report to Colorado Mental Health Hospital in Pueblo campus

Work Schedule: Monday \- Friday \- 8:00 am to 5 00 pm

Please note: These working arrangements are subject to change

About the Position:

This position provides administrative and clerical support to Program Support Professionals and multi\-disciplinary teams. Responsibilities include managing office operations, developing databases, and ensuring all forms and tracking systems comply with legal standards and regulations. The role monitors deadlines for legal documentation and performs essential tasks such as typing, filing, timekeeping, and report formatting across various software programs. Coverage for other units may be required as needed to maintain consistent operational support.

Unit Support and Set\-up:

• Organizes daily schedules and sets priorities to ensure all tasks, deadlines, and operational requirements are met on time.
• Manages office activities efficiently while maintaining strict confidentiality; coordinates information between different departments and outside agencies.
• Monitors and orders office supplies through the CORE system, maintains proper stock levels, and keeps storage rooms organized.
• Checks clerical equipment to ensure it is working properly and reports any needed repairs or new equipment requests to Hospital Operations.
• Manages monthly credit card expenses, assigns purchases to the correct budgets, and handles shopping for patient events and therapy programs.
• Reviews forms and tracking systems to ensure they follow legal standards and regulations; manages the secure handling of HIPAA bins.
• Prepares and sends patient information to approved referral sources while ensuring all data releases follow hospital policies.
• Provides administrative coverage for various units as needed and maintains cross\-training for all Unit Clerk duties.
• Uses various computer programs and keyboarding skills to complete administrative tasks and maintain digital records.

Legal Processes:

• Receives, reviews, and files all legal paperwork and court orders to ensure records are accurate and complete.
• Monitors legal deadlines and prepares reports for relevant staff to ensure all actions stay within legally required timeframes.
• Notifies leadership of any unusual court orders or procedural issues and maintains regular contact with psychiatrists and medical records staff.
• Maintains an active Notary Public commission to witness and certify legal documents as required by the department.

Timekeeper Duties:

• Reviews daily and weekly reports for missing punches and follows up with staff to ensure time cards are accurate.
• Verifies that all time cards are approved by the necessary deadlines for each pay cycle.
• Investigates and resolves issues or errors related to leave entries in the system.
• Reviews weekly hour entries to ensure staff are meeting their required work schedules.

Regulatory Compliance:

• Maintains current knowledge of facility policies and provides recommendations for updates to improve daily operations, safety, and security.
• Conducts routine rounds of assigned units to verify that monthly cleaning logs for refrigerators and microwaves are completed.
• Monitors the completion of daily temperature logs for all refrigerators to ensure compliance with safety standards.
• Performs cardboard checks across departments and ensures all cardboard materials are discarded promptly.
• Assists with department searches as required to maintain a secure environment.

Other Duties As Assigned:

• Performs additional administrative tasks as needed to support evolving operational requirements.
• Provides backup support for other administrative assistants within the operations department to ensure continuous service.

Minimum Qualifications, Substitutions, Conditions of Employment \& Appeal Rights

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Minimum Qualifications:

Three years (3\) of experience in an occupational field related to the work assigned to the 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

Preferred Qualifications:

• 2\+ years of experience with the Google Suite applications
• State experience will be considered; Part\-time state experience will be pro\-rated.

Conditions of Employment:

• A pre\-employment standard 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.
• TB (tuberculosis) Test and other State of Colorado required vaccinations.
• Former State employees who were disciplinarily terminated or resigned in lieu of termination must:

+ Disclose that information on the application.

+ Explain why the prior termination or resignation should not disqualify you from the current position.

+ Provide your employee number from your prior State employment. Absent extraordinary circumstances, prior disciplinary termination or resignation in lieu of termination and failure to provide this information will disqualify the applicant from future State employment with CDHS.

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 ProcessA 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 QuestionsAnswer 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 (Download PDF reader).
• You must be deliver the official appeal form to the State Personnel Board:

+ By email (dpa\_state.personnelboard@state.co.us), 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.

Supplemental Information

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• How to apply to the State of Colorado(Youtube Video, Runtime 3:59, Closed Captions Available)
• The Assessment Process

About Us \& Benefits

If your goal is to build a career that makes a difference, join 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. Each of us is committed to contributing to a safe and accessible CDHS. 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 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.

Our Values

• 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.

ADA 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 cdhs\_ada@state.co.us. EEO Statement

The State of Colorado is an equal opportunity employer

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.