ADMINISTRATIVE ASSISTANT III- COT - State of Colorado : Job Details

Opt in below to receive text message updates on CDHS recruiting events!CDHSCareersThis position is open only to Colorado State ResidentsAbout Colorado Mental Health Hospital in Pueblo:Colorado Mental Health Hospital at Pueblo (CMHHIP) 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.The purpose of the Continuity of Treatment Department is to enhance, increase, and support treatment programming in all CMHHP patient units by managing clinical staff call-offs and deployment in order to minimize clinical treatment and activities cancellations. The goal of the department is to maintain clinical staffing levels, which will assist with patient stabilization, treatment, and discharge preparedness. The department provides clinical training and education on specific treatment approaches, therapeutic and group facilitating skills to mental health clinicians and other clinical staff within the hospital to enhance patient treatment outcomes.. The work unit develops and implements staffing systems to ensure treatment and activities are ongoing and not canceled. The department tracks group/activities compliance, clinical staff call-off and backfill data as well as data on treatment/activities group cancellations. The department maintains all clinical programming schedules, staff schedules, protocols, and group tracking systems. Staff have an understanding of and experience working with patients with mental health issues, substance abuse issues, developmental disabilities, physical handicaps, legal issues, and multiple psychiatric diagnoses. The legal status of patients may include incompetent-to-proceed, competency exams, not guilty because of insanity, short-term or long-term admission, or long-term extension. The unit goal is to assist in treating the severely mentally ill, return them to their optimal level of functioning, and assist them in returning to the community as appropriate.About the Position:This position exists to facilitate the deployment of clinical staffing on all units, 7 days per week, by pre-scheduling clinical employees when call-off, vacation, and vacancies occur. Enters critical group tracking data daily as well as other data as needed, compiles various data entry/collection of requested data. This position enters data in a scheduling database; maintains schedules for all patient care units; takes and documents call-offs; reviews the master schedule for deployment to back-fill groups to avoid treatment group cancellations; performs various types of data entry and provides documentation to immediate supervisors in the COT department. Modifying general office and administrative operations to accomplish these duties, decides what operations will be performed, and how the process will be implemented. Classified as an essential position. Duties in this position include:Staffing/Professional and Occupational Competence:* Facilitate and coordinate clinical treatment group coverage, under the direction of the Administrator V, among all CMHIP units, considering identified needs and resources* Pre-schedule clinical employees as needed (call-off, vacation, vacancies) based on the identified needs of units* Consistently presents a positive, professional image utilizing tact and diplomacy in interactions with others* Adheres to the assigned work schedule and does not abuse leave practices* Demonstrates knowledge of DHS and CMHHIP policies and procedures. Coordinates service delivery in the absence of others* Maintains education requirements by attending in-services required to meet the proficient level of job competency and hospital requirements* Serves as a role model regarding conflict resolution, problem-solving, and customer service. Responsible for entering data, generating weekly reports* Monitors group adherence through group audits, tracks data daily, and runs reports for the COT department* Proficient in COT scheduling processes and procedures to efficiently take clinical staff call-off/deploy staff for group and activity coverage* Proficient in utilizing scheduling systems for accurate reporting.* Accurately provides written reports on call-off, group coverage/cancellation, and other data reports as directed by the Administrator V and Director* Responsible for working with treatment teams by taking protocols and updated group materials to the units for the unit protocol manuals* Randomly goes to units to ensure the most updated group schedule is postedProgram and Administrative Support:* Communicates with the Administrator V and Director regarding concerns and issues* Communicates with unit employees when unit employees request treatment materials, etc.* Protects and maintains patient and staff information, including confidential and sensitive material* Shares pertinent and important information with appropriate individuals as needed; under the supervision of the Administrator V, must assist and provide relevant documentation of all clinical staff to assigned supervisors* Demonstrates responsiveness to questions and concerns of others including clinical supervisors, and support/ancillary services, while maintaining flexibility and willingness to meet the needs of others; assists with communicating special directives; notices and information to CMHIP clinical employees as directed by immediate COT supervisor/director; assists in communicating changes in policies and procedures to COT MHC employees* Anticipate further needs and resolve problems in advance* Adhere to CMHHIP and CDHS Code of Conduct.Scheduling:* Reviews schedules daily to ensure unit treatment groups are covered* Track all data as assigned, specific to call off, deployment, vacation and vacancy, and treatment group coverage; share pertinent information with others as appropriate and needed* Maintain all group tracking data daily and run reports when requested and at a minimum, monthly* Seek customer input and feedback regarding improving processes and facilitating safe and effective coverage* Completes all required reports timely and accurately* Utilizes multiple computer programs to complete reports and maintains proficiency in software programs (i.e, Excel, Access, e-mail, Google Files, Group Tracker program, Scheduling software).* Utilizing time management skills in completing various tasks in order of importance* Read emails in order of importanceMonitor Other Duties as Assigned:* Responsibility to perform assigned tasks and duties within the scope of practiceMinimum Qualifications:Three years (3) of experience in an occupational field related to the work assigned to the position.OREducation and Experience:A combination of related education and/or relevant experience in an occupation related to the work assigned equal to three (3) yearsPreferred Qualifications:* 2+ years of experience with the Google Suite of applicationsConditions of Employment:* A pre-employment 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.* Must successfully pass a TB (tuberculosis) Test.* Shift work Required* Former State employees who were disciplinarily terminated or resigned in lieu of termination must disclose the information on the application and provide an explanation why the prior termination or resignation should not disqualify the applicant from the current position. Absent extraordinary circumstances, prior disciplinary termination or resignation in lieu of termination will disqualify the applicant from future State employment with CDHS.* Effective September 20, 2021, this position will require documented proof of full COVID-19 vaccination. New employees will be required to provide attestation to their status with proof of vaccination within thirty (30) business days of hire.Religious and medical exemptions and reasonable accommodation shall be addressed as required by law pursuant to the Equal Employment Opportunity Commission's vaccination guidance. If you would like to request a medical or religious exemption, please contact [email protected]: Fully Vaccinated means two (2) weeks after a second dose in a two-dose series of the COVID-19 vaccine, such as the Pfizer or Moderna vaccine, or two (2) weeks after the single-dose vaccine, such as Johnson & Johnson's Janssen vaccine, as defined by the most recent State of Colorado's Public Health Order and current guidance issued by the Colorado Department of Public Health & Environment.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 ([email protected]), postmarked in US Mail or hand delivered (1525 Sherman Street, 4th Floor, Denver CO 80203), or faxed (303.###.####) 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) ###-####; 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.How to ApplyThe Assessment ProcessFor additional recruiting questions, please contact [email protected] 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 (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 MotivateMe* 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 moreinformation, go to 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.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