Job Control Language Setup Specialist jobs in Pueblo, CO

Department Information

Description of Job

About this Unit

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 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

About the Position

This position reports directly to the Impact Administration Office (IAO) of the Colorado Mental Health Hospital in Pueblo (CMHHIP). The position provides high level, professional, administrative, technical, and program support for Administrators of the AIO in order for him/her to provide efficient oversight, direction, communication, and facilitation of daily operations.

Additionally, as the Program Assistant II you can expect to:

• 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 Administrator
• Prepares reports using Microsoft Office Software (Word, Excel, Powerpoint) and/or Google (Gmail, Sheets, Slides, Docs). Develops and maintains filing systems and tracking
• Manages action items for the Administrator 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
• 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
• Acts as the project lead and manages special projects in support of the IOA Administrators. Identifies workflow issues and suggests solutions reviewing processes, documentation, or other materials as determined
• Creates and manages work plans tracking completion and to help the Administrator to be able to notify CMHHIP/OCFMH leadership of potential for missed deadlines
• Compile information and prepare documents, slides, etc., on the shared Google Drive and the LAN. In accordance with delegated authority, determine which correspondence can be approved and signed on behalf of the Administrators and which must be personally sent for the Administrators’ approval and signature.
• Manages the calendar and scheduling of the Administrators by recommending, scheduling and committing to meetings and functions, outlining options and assisting with the prioritizing of commitments and appointments. Confirms appointments calendar to ensure that the Administrators’ time is utilized efficiently. Reviews calendar daily to resolve any appointment conflicts. Meets as necessary with the Administrators to review appointments
• Serves as the office’s first point of contact for internal and external customers including other program managers and staff, Executive Management, citizens, other State Agencies, County Departments, other community stakeholders, and the Office of the Attorney General. Interacts daily with other executive offices to coordinate assignments
• Works with other Program Assistants (PA’s) and office support staff to organize and ensure administrative coverage. Directs the flow of the Office assignments, required and critical information as 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 Administrator. Reviews, edits, and finalizes documents (letters, briefing papers, memos) timely ensuring that the documents adhere to established CDHS guidelines for correspondence. Accurately composes, designs, and types documents, correspondence, forms, organizational charges, and reports utilizing a variety of software applications (e.g., Microsoft Office, Visio, and Google)
• Coordinates the Administrator’s communications and communicates with other senior staff within CDHS, AG’s Offices, Legislative Offices, and other internal and external stakeholders
• Serves as a liaison for stakeholder meetings ensuring tours, preparing agendas, conference rooms, conferencing materials or technology.
• Educates staff on departmental procedures, policies and proper preparation of correspondence, documents and special reports.
• Assist in addressing confidential human resource issues.
• Compile, and analyze information in preparation for meetings. Analyze and follow-up on action items, identify solutions and data sources, communication issues with appropriate points of contacts, and draft responses for approved administrative changes.
• As the first point of contact, this position will manage customer service for the Office 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. 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
• Other duties as assigned

Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights

MINIMUM QUALIFICATIONS:

Experience Only:

Five (5) years of 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

• Experience providing executive support including managing the schedule and communications of key executive(s);
• Coordinating events such as meetings, retreats, and staff gatherings;
• Designing, implementing, and documenting efficient office procedures;
• Executive assistant experience within a Colorado state government agency;
• Customer service experience interacting with the general public and other stakeholders;
• Experience with Google Suite and Microsoft Office Suite, including Excel and Word

• Attention to detail
• Planning and organizational skills
• Proficiency with Microsoft Office Suite, including Excel and Word
• Proficiency with Google Suite, including Sheets, Slides, Docs and Drive
• Problem-solving skills
• Interpersonal skills
• Written and oral communication skills
• Ability to manage multiple priorities with competing deadlines.

• CBI name check and fingerprint check, ICON Colorado court database, Medicare fraud database, Reference Checks, Professional License verification (licensure requirements), Drug Screen, PREA (Division of Youth Services), Trails check (direct contact with children), CAPS (direct contact with adults – Mental Health Institutes, Regional Centers, Veterans Community Living Centers)
• Must provide record of or willing to recieve TB testing & other vaccinations as required by the State of Colorado
• TB testing & other vaccinations as required by the State of Colorado.
• May travel to off-site training, to post office, pick up supplies, or other errands for Administrative Nursing staff offices
• This position must travel to work sites and must utilize a state vehicle, if available, if not, must utilize personal vehicle and submit for mileage reimbursement
• 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.

Supplemental Information

• 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
• 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

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.

ADAA 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 ADAA Coordinator, Nancy Schmelzer, at cdhs_ada@state.co.us or call 1-800-929-0791.

~THE STATE OF COLORADO IS AN EQUAL OPPORTUNITY EMPLOYER~