Program Assistant II to the Hospital Strategy Director - Program Assistant II - CMHHIP

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Description of Job:

The incumbent reports directly to the Impact Administration Office (IAO) at the Colorado Mental Health Hospital in Pueblo (CMHHIP) and provides high-level administrative, technical, and strategic program support to the Chief Impact Officer (CXO), the Hospital Strategy Director (HSD), and IAO. Operating with autonomy, self-initiative, and substantial independence without requiring ongoing task monitoring, the incumbent manages the HSD’s complex calendar, leads projects and committees initiated by leadership, serves as one of the hospital-wide Subject Matter Experts (SME) for Program Assistant (PA) roles, and adeptly navigates shifting priorities to ensure all active deliverables remain on track. As a proactive, self-taught problem solver, this individual anticipates operational needs, plans events and purchasing, coordinates with key stakeholders, and produces precise meeting agendas and minutes to maximize organizational efficiency and communication. Exercising advanced critical thinking, sound judgment, and high-level interpersonal skills to resolve conflict, the role protects highly confidential patient and staff information, navigates State Personnel policies and regulatory standards, COWINS Union Agreements and Federal Labor Laws, and analyzes complex personnel issues impacting employees under the Appointing Authority. Additionally, this position identifies opportunities for departmental and operational improvement, establishes guidelines for exemplary service, and actively participates in designing methods to collect, synthesize, and interpret data to drive strategic decision-making for executive leadership. 

IAO Program Operations:

• The Program Assistant (PA) II serves as one of the primary operational facilitators for the (IAO), translating strategic programmatic concepts into concrete operations and independently executing high-level technical initiatives. 
• Acting as project lead on special assignments, the PAII manages work plans and action items to ensure timely approvals of contracts when providing backup or assistance to the IAO team, procurement initiatives, technical reports, and critical correspondence. 
• The PAII oversees full-lifecycle meeting and committee support, including developing agendas, transcribing and distributing precise meeting minutes within assigned deadlines, and managing program specific logistics with minimal oversight. 
• Demonstrating exceptional agility, the PAII seamlessly transitions between fast-moving daily priorities and complex, long-term technical assignments, maintaining total oversight so existing deliverables are executed and delivered timely; no later than the deadline. 
• To ensure uninterrupted program operations, the PAII maintains comprehensive mastery of all Program Assistant (PA) duties within the IAO to provide full coverage as needed, while also extending cross-departmental technical program support  across hospital departments on an ad-hoc basis.
• Demonstrating advanced short- and long-term programmatic planning, the PAII manages the HSD’s calendar, strategically scheduling commitments, resolving daily scheduling conflicts, and optimizing time utilization for IAO Administrators. 
• The PAII independently reviews daily incoming mail, handles complex technical inquiries, and drafts high-level program correspondence. 
• The PAII is directly responsible for managing and safeguarding highly confidential employee information and files and sensitive personnel information in strict accordance with State Personnel policies, COWINS Union agreements and Federal Labor Laws. 
• As a key technical Subject Matter Expert (SME) and liaison for internal and external stakeholders, the PAII provides specialized assistance, addresses complex program inquiries, and routes high-level requests to appropriate CMHHIP and OCFMH leadership as approved by the HSD.
• The PAII proactively evaluates program-specific workflows, identifying operational bottlenecks, developing technical process improvements, and creating robust tracking systems to maintain time-on-task expectations and prevent missed deadlines. 
• Utilizing software applications to include, but not limited to, both Microsoft Office (Word, Excel, PowerPoint) and Google Workspace (Docs, Sheets, Slides, Gmail), the PAII creates, compiles, and organizes complex technical reports, presentation decks, and documentation on shared LAN networks and Google Drives. 
• Additionally, the PA II establishes and maintains centralized filing structures, manages shared digital folder access, and ensures all programmatic materials remain highly organized, secure, and easily accessible.

Travel/Budget/Purchasing/P-Card Administration:

• The PAII serves as a self-directed SME in programmatic fiscal operations, technical procurement, and specialized travel logistics, independently researching governing regulations, state rules, and program specific codes to establish and manage mandated processes without prior approval. 
• In this capacity, the PAII manages end-to-end travel logistics—preparing requests, compiling detailed technical itineraries with necessary travel materials, and processing complex reimbursements while maintaining strict compliance with specific programmatic travel policies and procedures and applicable laws. 
• Additionally, the PAII oversees office procurement and inventory management, purchasing equipment, furniture, and supplies as assigned within established accounting guidelines and approvals to maintain a welcoming, professional administrative environment. 
• The PAII manages diverse procurement requests from IAO administration, analyzing data to verify specialized funding for programmatic functions, events, or clinical facility requirements. 
• In addition to standard purchasing duties, the PAII collaborates with the CXO Program Assistant to establish tracking operations for inventoried assets, coordinate technical equipment installation, deliver specialized training to program staff, and analyze project results to propose enhanced operational services or technological infrastructure.
• Maintaining precise financial tracking, the PAII works in tandem with the CXO PA to design and implement budget management processes, track program expenditures, and administer P-Cards in strict accordance with state fiscal rules, procurement guidelines, and accounting policies. 
• The PAII reconciles monthly P-Card expenditure transactions, reallocates funding and coding strings as appropriate, and secures required P-Card approver signatures within strict monthly timeframes. 
• To ensure absolute financial transparency, the PAII updates, monitors and maintains office budget tracking systems, evaluating target versus actual line-item expenditures. 
• The PAII proactively conducts monthly P-Card reconciliations and communicates financial status updates directly to the CXO and HSD, ensuring all expenditures are policy-compliant, properly coded and approved, and align with organizational goals.

Communications, Stakeholder Relations & Office Liaison :

• Serves as a primary programmatic liaison and technical gateway for the IAO, representing leadership as the primary point of contact for internal and external stakeholders.  
• The PAII maintains the internal flow of office assignments and critical information, triaging incoming correspondence, calls, and communications daily to ensure prompt, accurate disposition. 
• Utilizing advanced proficiency across software suites including Microsoft Office and Google Workspace, the PAII researches, composes, edits, and finalizes high-level correspondence, briefing papers, complex presentation decks, organizational charts, and statistical reports. 
• In doing so, the PAII ensures strict adherence to established CDHS correspondence guidelines and brand standards. 
• Acting with delegated authority, the PAII drafts official responses to routine and complex inquiries, coordinates communication channels, and leads administrative coverage strategies alongside hospital other Program Assistants to ensure seamless office operations.
• Demonstrating exceptional diplomacy, tact, and conflict-resolution skills, the PAII manages assigned customer service matters and grievance escalation, appropriately addressing or referring complaints received from staff, members of the public, and concerned stakeholders. 
• The PAII investigates programmatic issues, determines appropriate technical remedial pathways and option suggestions, tracks resolution metrics, and swiftly identifies critical operational concerns, potential litigation, or sensitive legal matters for immediate notification to the HSD and the CXO. 
• Additionally, the PAII serves as a primary facilitator to the HSD for meetings, conferences, or functions—coordinating requested tours, securing conference venues, preparing meeting materials, and managing audiovisual and conferencing technology to ensure flawless execution.
• Beyond daily liaison functions, the PAII drives strategic administrative accountability by compiling and analyzing background information for leadership meetings, tracking action items to completion, and managing time-sensitive information requests from federal, state, and local officials. 
• Furthermore, the PAII handles highly confidential human resource matters with total discretion and routinely provides specialized, cross-departmental administrative backup and project leadership across the hospital during staff absences or emergent operational needs.

Timekeeping:

• Timekeeping functions are completed accurately and timely within all Federal rules and regulations,  Department of Personnel and Administration (DPA), Colorado Department of Human Services (CDHS) and CMHHIP policies and procedures. 
• Ensures Time Assistant Weekly & Pay Period Closing Checklist are completed timely, meeting all payroll deadlines. 
• Works in tandem and communicates with supervisors to acquire required information/documents pending pay close deadlines.  
• Maintains timekeeping records for all employees as assigned.

Other Duties as Assigned

• Any other duties that may arise in the course of performing duties of the PAII that aren’t covered in the above duty statements. 

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 experience in an occupation related to the work assigned equal to five (5) 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

• This position requires State of Colorado residency at the time of application (unless otherwise identified in the posting), and residency within the state throughout the duration of employment in this position.
  
• FULL BACKGROUND CHECK:  This position will have direct contact with vulnerable persons (as defined by C.R.S.27-90-111: "Direct contact" means providing face-to-face care, training, supervision, counseling, consultation, or medication assistance to vulnerable persons, regardless of the level of supervision of the department employee. "Direct contact" may include positions in which persons have access to or unsupervised time with clients or patients, including but not limited to maintenance personnel, housekeeping staff, kitchen staff, and security personnel.)
• CBI & FBI fingerprint check, Colorado Court Database check, Medicare Fraud Database, TRAILS Database check.
• Possess and maintain a valid U.S. driver's license
• Travel – Required to utilize a state vehicle for training, pickup office supplies and other official business needs.
• Former State employees who were disciplinarily terminated or resigned in lieu of termination must:
  • Disclose that information on the application.

  • Explain why the prior termination or resignation should not disqualify you from the current position.

  • Provide your employee number from your 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.

• Shall not initiate or engage in sexual, social, personal or financial relationships with patients either during or any time after hospitalization, even if the patient requests or initiates such a relationship. All relationships with current or former patients must be disclosed on your application;
• Successfully pass all modules of the CMHIP New Employee Orientation core curriculum to include English reading comprehension, relevant competency assessments and written/practical exams in Defensive Tactics;
• Possess the physical ability to successfully complete hospital-adopted physical interventions and CPR;
• Lift arms above head and kick as high as own waist;
• Stabilize another person to accomplish a controlled containment to the floor;
• Withstand impact on own body using an ASP shield;
• Rotate body 90 degrees with feet planted for using a defensive tactic;
• Kneel on one or both knees and stand up again with multiple repetitions;
• Must be able to see and hear in order to observe, address and respond to potential breaches in safety;
• Seize, hold, control or subdue violent or assaultive persons and defend oneself or others to prevent injury;
• Demonstrate body agility, strength of all four limbs and the ability to walk and climb stairs consistently;
• Work in situations involving assaultive behavior, physical control of another person and/or restraint situations;
• Ability to read and comprehend the English language; effectively and fluently communicates in English, both verbally and in writing;
• Work in an environment with fluctuating noise and temperature (hot and cold) which may include working outdoors in inclement weather and/or concrete floor/wall work settings;
• Willing and able to travel;
• 2-step TB (tuberculosis) screening is required of all new employees upon hire;
• Annual influenza vaccination;
• Other vaccinations as required by the State of Colorado.

CDHS Selection Process Explanation
Employment history is calculated on a full-time basis (40/hrs per week). Part-time employment is calculated on a prorated basis to determine qualifications. Be sure your application specifically addresses your qualifications, experience, work products, and accomplishments as they relate to the position and minimum requirements.

• Preferred Qualifications & Competencies:

• Relevant years of state service experience.

Minimum Qualification Screening Process 
A Human Resources Analyst will review the work experience/job duties sections of the online job application to determine whether your experience meets the minimum qualifications for the position.  You must complete the official State of Colorado online application.  Cover letters and resumes WILL NOT be reviewed during the minimum qualifications screening process. You must specifically document your work experience and qualifications in the application form. Do not use "see resume" or "see attached."

You must meet the minimum qualifications to continue in the selection process.  Part-time work experience will be prorated.

Comparative Analysis Process – Structured Application Review 
After minimum qualification screening, the comparative analysis process will involve reviewing and rating of all the information you submit. The comparative analysis step may also include your results from standardized testing. 

Your Work Experience/Job Duties

Document your work experience/job duties to the extent to which you possess the skills, education, experience, minimum qualifications, and preferred qualifications. 

If listed, answer all supplemental questions as your answers to these questions will be evaluated during this phase. Provide at least 4-8 sentences for each supplemental question.  

Supplemental Questions 
Answer the supplemental questions completely and thoughtfully. We will rate your answers  based on the content of your response and your writing skills (spelling, grammar, and clarity of your writing).

Appeal Rights

You may file an appeal with the State Personnel Board or request a review by the State Personnel Director if your application is eliminated.  You will find the appeals process, the official appeal form, and how to deliver it on the State Personnel Board website.

• You or your representative must sign and submit the official appeal form for review.  

• You can find the official appeal form here. 

• You must be deliver the official appeal form to the State Personnel Board:

  • By email ([email protected]), or

  • Postmarked in US Mail to(1525 Sherman Street, 4th Floor, Denver CO 80203, 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 department’s action.

Contact the State Personnel Board for assistance:

• At (303) 866-3300, or

 Refer to the  Colorado Code of Regulations (CCR) 801-1, State Personnel Board Rules and Personnel Director's Administrative Procedures, Chapter 8, Resolution of Appeals and Disputes, within the Rules webpage.

How to apply to the State of Colorado

The Assessment Process

For additional recruiting questions, please contact: [email protected] 

About Us & Benefits: 

If your goal is to build a career that makes a difference, join 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. Each of us is committed to contributing to a safe and accessible CDHS. 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 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

• State of Colorado Employee BenefitHub Resource Center

• 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.

Our Values:

• We believe in a people-first approach: We prioritize the needs, well-being, and dignity of the individuals, families and communities we serve. We commit to respect, fairness and access in every decision, policy and interaction. We engage client voices and experiences in the development and implementation of the services we provide.

• 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.

ADAA Accommodations:

CDHS is committed to a Colorado for 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. 

This includes completing the application process, interviewing, completing any pre-employment testing, participating in the employee selection process, and/or performing 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 [email protected].

~THE STATE OF COLORADO IS AN EQUAL OPPORTUNITY EMPLOYER~ 

We are committed to increasing a “Colorado for ALL" of our staff and providing culturally responsive programs and services. Therefore, we encourage responses from people of all backgrounds and abilities.  The State of Colorado believes that a “Colorado for ALL” drives our success, and we encourage candidates from all identities, backgrounds, and abilities to apply. The State of Colorado is an equal opportunity employer committed to building inclusive, innovative work environments with employees who reflect our communities and enthusiastically serve them. Therefore, in all aspects of the employment process, we provide employment opportunities to all qualified applicants without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity or expression, pregnancy, medical condition related to pregnancy, creed, ancestry, national origin, marital status, genetic information, or military status (with preference given to military veterans), or any other protected status in accordance with applicable law.

~THE STATE OF COLORADO IS AN EQUAL OPPORTUNITY EMPLOYER~

Additional Support For Your Application

Toll Free Applicant Technical Support

If you experience technical difficulty with the NEOGOV system (e.g. uploading or attaching documents to your online application) call NEOGOV technical support at 855-524-5627 Mon-Fri between 6 am and 6 pm (Pacific Time).  Helpful hints: if you are having difficulty uploading or attaching documents to your application 1) ensure your documents are PDF or Microsoft Word files and 2) close the document before you attempt to upload (attach) it.