Administrative Assistant Iii- Cot

• 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 posted

• 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.

• 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 importance
  

• Responsibility to perform assigned tasks and duties within the scope of practice

• 2 years of experience with the Google Suite of applications

• 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 Commissions vaccination guidance. If you would like to request a medical or religious exemption please contact
  Note: 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 & Johnsons Janssen vaccine as defined by the most recent State of Colorados Public Health Order and current guidance issued by the Colorado Department of Public Health & Environment.

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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.