Program Assistant II for Chief Nursing Officer - Pueblo
Program Assistant II for Chief Nursing Officer - Pueblo
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Department Information
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Description of Job
Description of Job:
This position exists to provide professional and technical support for Nursing Administration and specifically for the Chief Nursing Officer to maximize efficient managerial organization communication and facilitation of duties. In addition this position must take the initiative and exercise judgement exhibit a high degree of decision making organize and prioritize multiple projects scheduling and deadlines and complete those projects timely and thoroughly. Must practice a high level of interpersonal skills to manage and resolve conflict with others professionally receive and interact with internal and external customers. Protects and maintains patient and staff information including confidential and sensitive material. This position is expected to identify opportunities for improvement in nursing services working in collaboration with the Nursing Department administrative support team. Supports all Departments overseen by the CNO to include but not limited to Clinical Safety Specialist operations Nursing Education the Staffing Office and all patient care units assigned to the Director of Nursing. Analyzes presented problems in the area of information management personnel issues related to Federal Labor Laws understands personnel rules and regulations impacting the employees under the Appointing Authority. The person in this position is a leader in establishing guidelines defining techniques and implementing successful methods in the areas of exemplary service. Actively participates and/or designs methods to collect synthesize and interpret data for decision making by Nursing Administration
Administrative/Program Assistance:- The Program Assistant II is responsible 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 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 Director of Admissions 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 Admissions 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 of solutions when reviewing processes documentation or other materials as determined.
- In collaboration with the Admissions team creates and manages work plans tracking completion and assisting the team to be able to notify the Director of Admissions of the potential for missed deadlines.
- Develops and maintains filing and tracking systems/processes.
- 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 (PAs) 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. 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 charts and reports utilizing a variety of software applications (e.g. Microsoft Office Visio and Google).
- 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. Responds 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.
- Complete administrative functions to support the supervisor/manager in human resources related matters for example ensuring the correct template is used for the letters sent out sending out letters via mail or email etc.
- Gather 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.
- This position will manage customer service for assigned responsibilities including attending to complaints from staff customers and disgruntled and/or concerned citizens with tact and diplomacy; determine the problem or concern and the remedial action requested by the individual. Prioritize and communicate to the Director of Admissions critical issues legal matters potential lawsuits/appeals and complaints. 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 stakeholder critical issues legal matters potential lawsuits and complaints.
- Communication of processes and timelines to internal and external stakeholders or requestors of information must be conducted with tact diplomacy and excellent communication skills.
- Perform administrative support duties such as typing collating compiling formatting and filing. Clarifies data in collaboration with other departments to correct factual errors detected in documents or other transactions provides input to establish general office record systems; including the content of files circulation and retrieval production access disposal of pertinent data.
- Serves as the offices 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 (PAs) 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 Administrators communications and communicates with other senior staff within CDHS AGs 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.
- 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 for the Administrator.
- Educates staff on departmental procedures policies and proper preparation of correspondence documents and special reports.
- May assist in addressing confidential human resource issues.
- May gather 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.
- Prioritize information requests from federal state and local officials and respond to deadlines.
Travel/Budget/Purchasing/ 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.
Timekeeping- Determines if employees request requires further research or understanding to assure accurate
- timekeeping entries.
- Determines if all required timekeeping documents have been obtained with all appropriate approvals.
- Submits FML leave requests timely within payroll deadlines for accurate timecards/compensation.
- Determines when to contact employees to assist in activity coding of timecards.
- Determines what action to take to request system access for activity codes in employee timecards.
- Any other duties that may arise in the course of performing duties of this position that are not covered in the above duty statements.
Minimum Qualifications Substitutions Conditions of Employment & Appeal Rights
Experience Only:Five (5) years of relevant experience in a support role such as administrative assistant or program/project support or a role that is closely related
OR
Education and Experience:A combination of related education and/or experience in an occupation related to the work assigned equal to four (4) years.
Preferred Qualifications- Preference will be given to individuals with related state experience
- Experience with Microsoft and/or Google applications
- Excellent communication skills
- Close attention to detail and ability to closely follow multi-step processes and perform at high levels of accuracy
- Participation in both team and individual environments
- Experience with project management or event planning
Relevant years of State service
Conditions of Employment
Fullbackground check and reference check required
Must possess a valid unrestricted U.S. Drivers License
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 applicants 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 () 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.
For more information about the appeals process the official appeal form and how to deliver it to the State Personnel Board; go to; contact the State Personnel Board for assistance at ; or refer to 4 Colorado Code of Regulations (CCR) 801-1 State Personnel Board Rules and Personnel Directors Administrative Procedures Chapter 8 Resolution of Appeals and Disputes atunder Rules.
Supplemental Information
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About Us:
If your goal is to build a career that makes a difference consider joining the dedicated people of theColorado 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 aPERA Defined Benefit Plan or PERA Defined Contribution Planplus 401(k) and 457 plans
Employer supplementedHealth Savings Account
Paid life insurance
Short- and long-term disability coverage
11 paid holidays per year plus vacation and sick leave
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 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 or call 1-.
THE STATE OF COLORADO IS AN EQUAL OPPORTUNITY EMPLOYER
Required Experience:
Chief
Employment Type
Full-Time
Key Skills
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