Program Assistant II- Workforce Specialist CMHHIP Print (https://www.governmentjobs.com/careers/colorado/jobs/newprint/4791475) Apply  Program Assistant II- Workforce Specialist CMHHIP Salary $27.74 Hourly Location Pueblo, CO Job Type Full Time Job Number IIB 03549 1/15/25 Department Colorado Department of Human Services Division OBH - CMHIP Opening Date 01/15/2025 Closing Date 1/23/2025 11:59 PM Mountain FLSA Determined by Position Type of Announcement This position is open only to Colorado state residents. Primary Physical Work Address In person at 1600 W. 24th Street Pueblo, CO 81003 FLSA Status Non-Exempt; position is eligible for overtime compensation. Department Contact Information Jazzma Gamboa- jazzma.gamboa@state.co.us How To Apply Please submit an online application for this position at https://www.governmentjobs.com/careers/colorado. Reach out to the Department Contact to apply using a paper application, including any supplemental questions. Failure to submit a complete and timely application may result in the rejection of your application. Applicants are responsible for ensuring that application materials are received by the appropriate Human Resources office before the closing date and time listed. + Description + Benefits + Questions Department Information Opt in below to receive text message updates on CDHS recruiting events! CDHSCareers This position is open ONLY tocurrentColorado State Residents This posting may be used to fill multiple vacancies Most State of Colorado employees are eligible for a great benefit package! Please see the Supplemental Information section below for details! (https://dhr.colorado.gov/state-employees/state-of-colorado-employee-benefits) Opt in below to receive text message updates on CDHS recruiting events! CDHSCareers About the Impact Office at CMHHIP: The Impact Administration Office exists to oversee and manage the operational, financial, contractual aspects of the workforce hospital wide. The unit consists of the Nursing and Direct Care Strategy and Analytics Department, Support Services Strategy and Analytics Department, Strategy and Engagement Coordinator, and the Direct Care Contractual Management Department. The Impact Administration Office will support key stakeholders on a wide variety of CMHHIP strategic goals, change management related to workforce and personnel, budgetary and financial impacts, and hiring and retention initiatives. The unit oversees all administrative and operational processes and procedures for the Administrative Support staff hospital-wide, including the development and implementation of training curriculum, guidance and performance measures. The Impact Administration Office is the primary liaison between CMHHIP and other State Agencies/Departments associated with workforce and quality related initiatives. The Impact Administration Office is instrumental in furthering organizational culture and engagement through strengthening the internal operations and staffing infrastructure necessary to support CMHHIP in a dynamic and evolving workplace as CMHHIP moves to enhance employment, recruitment and retention strategies, and activities. This office leads in the development of the necessary systems, processes, and tools to facilitate, collect, and share knowledge that is essential to CMHHIPs success. The Impact Administration Office partners with multi-level leadership, and CMHHIP Executive Committee to foster an environment of collaboration, and innovation necessary to operate in today’s workforce. Description of Job 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 Program Assistant II provides high-level, professional, administrative, technical, and program support for the WM and the IAO to provide efficient oversight, direction, communication, and facilitation of daily operations. Duties in this position include: Program and Administrative Support: + responsible for developing and preparing meeting agendas, attending meetings, recording 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 CM of solutions reviewing processes, documentation, or other materials as determined + in collaboration with the IOA team, creates and manages work plans tracking completion and assisting the team to be able to notify the CM of the potential for missed deadlines + develops and maintains filing systems and tracking as agreed upon by the team and approved by the CM + 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 CM 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 CM communications and communicates within CDHS. Serves as a liaison as assigned for stakeholder meetings, preparing agendas, conference rooms, conferencing materials or technology + receives incoming telephone calls, triages calls 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 and sensitive human resource issues as assigned Human Resources Liason: + 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 HRTAcc + 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 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 regard 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 the 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 eClearance Processing and Support: + responsible to create and/or obtain all documentation required for each action to be submitted to the eClearance/PAF system in a timely manner + work in collaboration with the WM to obtain the updated Position Description (PDs) prior to PAF submission specific to that action + applies appropriate guidelines and interpretation for use of policies, standards, board rules, bargaining agreements and practice acts to implement work processes concerning the personnel action being completed for entry in the eClearance system Travel/Budget/Purchasing/P-card Administration: + 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 + 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 Timekeeping: + 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 Other Duties as Assigned: + includes, but is not limited to, supporting coverage and backup efforts across the Impact Administration Office at a similar level and 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 Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights Experience Only: Five (5) yearsof relevant experience in an occupation related to the work assigned to this position OR Education and Experience: A combination of related education and/or relevant experience in an occupation related to the work assigned equal to five (5) years Preferred Qualifications + preference will be given to individuals with related state experience + preparing meeting agendas, and taking meeting minutes + competent in Microsoft Office and Google + contract management, reporting, and correspondence + project Lead experience + high-level decision-making skills + ability to develop and maintain filing systems both physical and electronic + data compilation, review, and presentation skills + experience in invoicing and timekeeping management Conditions of Employment + Full background check and reference check required + TB testing & other vaccinations as required by the State of Colorado. + may travel to off-site training, to the post office, pick up supplies, or other errands for the Impact Administration office + work in situations involving assaultive behavior, physical control of another person and/or restraint situations + Former State employees who were disciplinarily terminated or resigned in lieu of termination must (1) disclose that information on the application (2) provide an explanation why the prior termination or resignation should not disqualify the applicant from the current position, (3) provide the employee number from the applicant’s 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. Appeal Rights: If you receive notice that you have been eliminated from consideration for this position, you may file an appeal with the State Personnel Board or request a review by the State Personnel Director. An appeal or review must be submitted on the official appeal form, signed by you or your representative. This form must be delivered to the State Personnel Board by email (dpa_state.personnelboard@state.co.us), postmarked in US Mail 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. For more information about the appeals process, the official appeal form, and how to deliver it to the State Personnel Board; go to spb.colorado.gov ; contact the State Personnel Board for assistance at (303) 866-3300; or refer to 4 Colorado Code of Regulations (CCR) 801-1, State Personnel Board Rules and Personnel Director's Administrative Procedures, Chapter 8, Resolution of Appeals and Disputes, at spb.colorado.gov under Rules. Supplemental Information How to Apply (https://cdhs.colorado.gov/information-for-job-applicants#how-to-apply) Need help with your application? Click here. The Assessment Process (https://cdhs.colorado.gov/information-for-job-applicants#assessment-process) For additional recruiting questions, please contact jazzma.gamboa@state.co.us (melissa.baca@state.co.us) About Us: If your goal is to build a career that makes a difference, consider joining the dedicated people of the Colorado Department of Human Services (https://www.colorado.gov/cdhs) (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 Plan www.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 (https://coloradostateofhealth.com/) + 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: To serve the people of Colorado, we develop a culture and work environment that creates an energized, inspired, and healthy team capable of giving their best to Coloradans . 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. ADA Accommodations: CDHS is committed to the full inclusion of 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, including completing the application process, interviewing, completing any pre-employment testing, participating in the employee selection process, and/or to perform 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 our ADA Coordinator, Nancy Schmelzer, at cdhs_ada@state.co.us or call 1-800-929-0791. ~THE STATE OF COLORADO IS AN EQUAL OPPORTUNITY EMPLOYER~ (https://cdhs.colorado.gov/information-for-job-applicants#eoe) Toll Free Applicant Technical Support The State of Colorado offers permanent employees a variety of benefits including medical, dental, life and disability insurance, as well as a comprehensive leave program. Please click the following link for detailed information: www.colorado.gov/pacific/dhr/benefits Please note that each agency's contact information is different; therefore, we encourage all applicants to view the full, official job announcement which includes contact information and class title. Select the job you wish to view, then click on the "Print" icon. 01 If you are a current or former State of Colorado employee, please list your employee number (starts with 997…). Failure to provide this requested information may render your application incomplete, and you may no longer be considered for the position. 02 Former State employees who were disciplinarily terminated or resigned in lieu of termination must disclose the information on the application. In the space below, please provide an explanation as to why the prior termination or resignation should NOT disqualify your application from the current position. 03 If you are a former or current state employee, please identify what state agency you work(ed) with and how many years of relevant state service you have related to the position you are applying for. (Ensure this is listed on your application under work experience). 04 The bottom of this job announcement provides links to additional information on how to apply, the assessment process, toll free applicant technical support, and about how the State of Colorado is an equal opportunity employer. Please acknowledge below that you have read the information provided in these links. + This information is available to me and I have read this information. + I am unable to access the links with this information on the job posting. (If you select this option, please contact the recruiter, whose information is listed on this announcement, so that they can send this information directly to you.) 05 Your legal name is used in the hiring process for background checks. Did you use your full legal name in your application? If not, please update your information before submitting your application. + Yes + No 06 How would you define your level of expertise utilizing Google Workspace or Microsoft Office? (Please indicate this experience in your application, a skill test will be performed during the interview process if you receive an interview). + None + Entry + Intermediate + Advanced + Expert 07 Please describe your experience in developing, maintaining and troubleshooting tools for collecting and analyzing data. Please describe in detail your experience, how it was related to your job, and exactly what you were responsible for. 08 In this scenario, you are given a basic set of data in a Google sheet to put into a graph, you notice that some of the data has been deleted and rows are missing what steps do you take? + Do nothing and complete the graph with the data you have on the sheet. + Immediately notify your supervisor of the missing data and wait for it to be corrected before continuing the project. + You begin asking all of your co-workers questions about the spreadsheet and data to see if they know anything. + Ask your supervisor where the original data is collected from to fill in the missing gaps. + You look at the spreadsheet history and investigate what happened to the data. You verify through investigation if it was deleted/removed on purpose or by accident. You restore the data to the most accurate setting, notify the supervisor, and finish the project 09 Tell us about a time that you had a conflict in the workplace and how you handled that situation, include what steps you took, what was the outcome, and what you learned from the experience. 10 Tell us about a time when you had a large workload and had to prioritize your tasks. Be sure to include, how you decided to prioritize your tasks, how you managed the stress level of the large workload, and the outcome. 11 Please describe the type of work environment that motivates you and why. 12 Please describe your career weaknesses, and what you do to improve on them. 13 Please describe a situation where you had to change, or make an adjustment to a project or piece of work. Include details of the project, why the change was necessary, if you agreed with the change or not, and how did you handle this situation and what was the outcome. Required Question Employer State of Colorado Address See the full announcement by clicking the "Printer" icon located above the job title Location varies by announcement, Colorado, -- Website https://careers.colorado.gov/ Apply Please verify your email addressVerify Email