Administrative Assistant III

• Independently monitors tracks collects compiles and maintains hospital medical records as defined by Joint Commission standards the hospital Medical Records Department and other governing agencies.
• Organizes patient medical charts according to the Medical Records guidelines and Health Insurance Portability and Accountability Act (HIPAA) standards.
• Ensures availability and accuracy of downtime bins patient labels patient documentation new admission charts and processes should the Electronic Health Record go down.
• This position does this while adhering to all Medical Records policies and procedures.
• This position follows up with requests for chart completion and determines if the chart documentation has been completed manages and coordinates the Treatment Plan Review meetings assists with admissions Group tracking downtime packets CORE supply orders Central Medical Supply orders maintenance of Emergency call down lists management of incident reports access to Kronos and schedule source for daily weekly and monthly report printing and file maintenance.
• Creates treatment planning schedules for the clinical team.

• As the Unit Time Manager this position is responsible reconciling preparing and managing monthly and biweekly timekeeping for 30 plus employees.
• Complying with State of Colorado Personnel Rules Fiscal Rules and Fair Labor Standards inputs leave slips in accordance with manager missed swipe forms or any other adjustments daily weekly or prior to any pay period deadline using Kronos.
• Provides random checks of employees hours to Nurse Manager for review ensuring accurate timekeeping practices and facilitate any discrepancies or disputes between employees supervisors and Department of Human Services (DHS) Payroll/Timekeeping personnel.
• Is aware of changes in rules polices and regulations regarding Kronos and timekeeping. Enters all leave data. Manages and maintains Kronos time detail report filing for Team employees. Prints reports weekly for the Nurse Manager to review and track staff members timekeeping balances

• Compiles information and oversees the movement of all patients in the Electronic Health Record including: seclusion and restraint absence without staff consent passes discharges and outside medical appointments.
• Client addressograph label is obtained through the Electronic Health Record to identify all forms in the client medical record.
• The position is responsible for collecting and compiling reports.
• Provides the unit with a photo of the patient from the hospital Kardex on a regular basis

• Responsible for coordinating and overseeing the daytoday office functions to ensure smooth and professional operations on the team.
• When answering difficult calls on the team issues are problem solved and resolved.
• Supports and assists the multidisciplinary clinical team and clients.
• Mini team schedules are completed and sent the entire clinical team.
• Unit meeting minutes are compiled monthly.
• Distributes outgoing/incoming mail and all state agency and unit communications to appropriate person.
• Responsible for efficient and timely completion of administrative functions on the team including coverage of other teams.
• Adds new staff to the emergency call down list liaison between facilities department and work unit to make sure all work orders are input into MAXIMO system and are handled in a timely manner to decrease safety risks.
• Responsible for the scheduling and maintenance of all Xerox equipment laundry and kitchen equipment.
• Responsible for purchase inquires and budgetary approval paperwork if replacement is needed.
• Oversees the operation and maintenance of office equipment such as copiers computers printers etc.
• Independently analyzes and reconciles Procurement Card expenditures for the team before they are turned into the Assistant Director of Nursing.
• Oversees the scheduling of services repairs and deliveries.
• Assists in the purchase of office furniture and appliances for the units.
• Coordinates and organizes the end of the year overflow of expenses to buy supplies for patient needs and office supplies for the upcoming year.
• Other duties as assigned

Conditions of employment:

• Full Background Name check TRAILS and Fingerprinting
• Must beat least 21 years of age or older
• 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.

• Comply with CDHS vaccination requirements

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 () 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 departments action.

About Us:

*Some positions may qualify for the Public Service Loan Forgiveness Program. For more

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 preemployment 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 ADAAA Coordinator Nancy Schmelzer at or call.

THE STATE OF COLORADO IS AN EQUAL OPPORTUNITY EMPLOYER