Program Assistant II - Outpatient Services

This position is open to current Colorado residents only.

    Through our core values listed below, Outpatient Services staff is committed to:

• Individual dignity and respect
• Person-centered, evidence-based care
• Trauma-informed recovery
• Multidisciplinary collaboration
• Diversity and inclusion
• Strong family and community partnerships

You are required to work at your assigned work location during your scheduled work times. 

Monday- Friday, 8:30 a.m. to 5 p.m.

• Provides program assistance and technical support for the Outpatient Clinic, including its directors, managers, and general staff members. 

• Facilitates the development and implementation of plans and procedures directed at ensuring deadlines are met by the departments and departmental goals are met through assessment of existing policy and procedure, use of technical programs and support systems, identification of barriers, independent problem-solving, supporting implementation, and evaluating effectiveness. 

• Creates and maintains various databases and organizational systems to ensure secure storage, tracking, and HIPAA compliance on behalf of the departments. Such duties include but are not limited to file retention and tracking, student record and previous employee record retention, shared drive management and support, supports managers schedules as needed, and supports facilitation, agenda, and minute taking for departmental meetings. 

• Will synthesize such data and information into management reports utilized in various meetings, including but not limited to data reports regarding clinical intervention (i.e., group sessions and EHR documentation) and discharge barrier variables. 

• Serves as the department liaison for hospital staff and represents the clinical departments leadership within the hospital.

Staff Liaison for Personnel:

• Responsible for the completion of all eClearance and PAF’s for the departments. In doing so, this position is responsible for completing training as needed within changing systems in order to serve as the primary source of guidance to management and staff with documentation and process needs. 
• Expected to facilitate timely, organized, and accurate completion of all such tasks within Division practices. 
• Works collaboratively with human resources and the employee labor and relation team to support, facilitate, and track all position postings, applicant materials, interviews, hiring, onboarding, and off-boarding processes. 
• Leads the coordination of applicant interviews, storage of their application and interview information, and completion of all new employee orientation needs. In completing such tasks, this position works closely with respective department personnel and efficiently navigates various internal systems. 
• Directly assists in the facilitation of new employee onboarding and orientation across the departments, including information sharing, orientation to the hospital, office supply coordination, and serving as the staff support liaison for administrative related issues. 
• In addition, this position maintains confidential record keeping systems for all current employees licensing requirements and ensures timely submission of annual verification requirements related to licensure, outside employment, etc. 
• Maintains the department manager's supervisory files in a secure location and ensures compliance and updated information is obtained. This position also has designated timekeeping duties within the hospital’s system.

• As clients need assistance who are treated by the clinic, this position may support scheduling, direction, and collaboration with the clinical team to connect clients to care.  
• This may include phone, telehealth video, or in person contact with clients of the clinic, as well as direct and indirect support to engage clients with a clinician, basic administrative support, and compassion for clients who may be suffering from acute mental health symptoms.

Education/Licensure/Certification/Experience:

Five (5) years of high level experience supporting directors or executives in an administrative assistant, executive assistant, or similar support roles. Experience to include helping to manage projects, implementing office work processes, managing schedules, analyzing program/data information, developing guidelines and/or templates, creating and/or updating work processes.

Education and Experience:

A combination of education in Business Administration, Business Management, Administration, or related field and/or experience in high level experience supporting directors or executives in an administrative assistant, executive assistant, or similar support roles. Experience to include helping to manage projects, implementing work processes, managing schedules, analyzing program/data information, developing guidelines and/or templates, creating and/or updating work processes equal to five (5) years.

• Experience in healthcare, behavioral health, or social services administrative support. 

• Experience with people with serious mental illness. 

• Experience with Google Workspace, Microsoft office, spreadsheets, and electronic health records strongly preferred.

• Bilingual in Spanish. 

• Excellent customer service skills

• Excellent reading and writing skills

• Excellent analytical and problem solving skills

• Full background check and reference check required

• 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.

• May travel There may be times this position is required to travel to a nearby location to secure department needs such as items.

• 2-step TB (tuberculosis) screening is required of all new employees upon hires.
• Annual influenza vaccination and other vaccinations as required by the State of Colorado.

• Former State employees who were disciplinarily terminated or resigned in lieu of termination must:

1. Disclose that information on the application.

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

3. 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.

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.

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."

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. 

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.     

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).

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 (Youtube Video, Runtime 3:59, Closed Captions Available)

• The Assessment Process

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.

• 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.

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].

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.

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.