Program Assistant II to the Director of Nursing - CMHHIP

Most State of Colorado employees are eligible for a great benefit package! Please see the Supplemental Information section below for details!

As a cornerstone of the Pueblo community for over a century, Colorado Mental Health Hospital in Pueblo (CMHHIP) is a leading employer, provider of quality mental health services, and a community partner.

CMHHIP is a 24 hour behavioral health acute care facility that is intended to provide a safe, secure, and therapeutic setting for patients with both psychiatric and medical issues. The services provided include evaluation and treatment for patients who are severely mentally ill, and the goal of this facility is to return patients to their optimal level of functioning and assist them in returning to the community as appropriate.Description of Job:

This position reports directly to the Director of Nursing (DON) at the Colorado Mental Health Hospital in Pueblo (CMHHIP) and provides high-level administrative, technical, and strategic program support to Nursing Administration and the DON. Operating with autonomy, self-initiative, and substantial independence without requiring ongoing task monitoring, the Program Assistant II (PA II) manages the DON’s complex calendar, leads projects and committees initiated by nursing leadership, serves as a Subject Matter Expert (SME), and 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 PA II protects highly confidential patient and staff information, navigates State Personnel policies, COWINS Partnership Agreement, Federal Labor Laws, and CDHS/CMHHIP Policy and Procedures, and analyzes complex personnel issues impacting employees under the Appointing Authority. Additionally, the PA II identifies opportunities for continuous improvement within nursing services, establishes operational guidelines, and actively designs methods to collect, synthesize, and interpret data to drive strategic decision-making for Nursing Administration.

Oversight of Program Administration to Nursing Department:

• This PA II provides high-level administrative, technical, analytical, and strategic program support to Nursing Administration and the DON. 
• Operating with complete autonomy, self-initiative, and substantial independence, the PA II functions as an exceptionally detail-oriented, self-taught problem solver who rapidly adapts to new software systems, evolving state policies, and shifting operational priorities without requiring ongoing task monitoring or reminders. 
• The PA II takes complete ownership of schedule management, independently overseeing the DON’s complex calendar, coordinating multi-stakeholder meetings, and producing precise, highly detailed meeting minutes to maintain seamless communication and accountability across the department.
• As a technical lead for departmental operations, the PA II uses advanced proficiency in approved systems to design robust data-tracking systems, write formulas, conduct thorough data analysis, and build clear visual graphs and dynamic dashboards to inform strategic decision-making for Nursing Administration. 
• In addition to data analytics, the PA II handles critical timekeeping duties, oversees payroll tracking, and ensures strict compliance with State Personnel Rules, COWINS Partnership Agreement, Federal Labor Laws, and CDHS/CMHHIP Policy and Procedures. 
• Throughout all administrative, technical, and personnel functions, the PA II applies sound judgment and advanced critical thinking to protect and maintain highly confidential patient and staff records.
• Driven by a continuous improvement mindset, the PA II proactively identifies operational bottlenecks within nursing services, establishes standardized administrative guidelines, manages purchasing logistics, and plans key departmental events. 
• The PA II expertly navigates interpersonal dynamics to resolve conflict, supports smooth programmatic/administrative operations, and ensures all strategic initiatives and active deliverables remain on track to maximize overall nursing leadership efficiency.  
• The PA II supports onboarding for new hires and provides structured instruction on process changes or software updates, as appropriate. 

Program Administration Communication:

• Serves as a vital communications anchor and operational coordinator for Nursing Administration and DON, driving continuity across all levels of leadership and stakeholders. 
• Maintains exceptional accuracy, timeliness, and professionalism across all written documentation, official correspondence, and verbal interactions to uphold a high departmental standard. 
• Directs, controls, and organizes high-volume administrative workflows—including complex schedules, departmental emails, phone traffic, purchasing orders, precise timekeeping records, personnel meetings, and workforce competency tracking—to support regulatory compliance and departmental readiness. 
• Proactively designs, optimizes, and standardizes communication programs, tracking systems, and document templates to eliminate bottlenecks, streamline information exchange, and guarantee prompt, transparent messaging throughout the nursing department.
• Composes, reviews, and finalizes clear, error-free correspondence, standard operating procedures, and administrative guidelines as directed, capturing core project processes to establish consistent, repeatable workflows. 
• Demonstrates high interpersonal effectiveness through adaptive, tactful, and diplomatic communication strategies that build trust, navigate sensitive conversations, and maintain cross-functional alignment. 
• Drives project execution with strict adherence to quality and timelines, actively identifying and escalating potential roadblocks, documentation bottlenecks, or schedule delays to leadership immediately to prevent missed deadlines. 
• Operating effectively within a dynamic, fast-paced, and sometimes ambiguous healthcare landscape, the PAII applies sound discretion, resourcefulness, and creative problem-solving to navigate complex interdependent factors and deliver structured, positive solutions for Nursing Administration.

Oversight to Purchasing/P-Card:

• Drives operational capability and fiscal integrity by managing procurement, asset inventory, service contracts, and financial reconciliations. 
• Procures essential equipment, supplies, and support services using approved organizational purchasing and accounting channels, while maintaining comprehensive inventory controls, verifying proper installation, and providing end-user training. 
• Continuously monitors equipment performance and audits personnel service contracts against established metrics to ensure vendor deliverables align directly with program goals and to recommend upgraded tools or service enhancements. 
• Conducts precise monthly reconciliations of bank statements, credit accounts, and expenditure logs, reallocating funding strings and accounting codes across all transactions to maintain strict budgetary alignment. 
• Upholds Purchasing Card (P-Card) governance by compiling complete transaction records and proactively securing required approver signatures within established timeframes. 

Timekeeping:

• Executes accurate, timely, and compliant timekeeping functions for all assigned personnel in strict adherence to Federal regulations, Department of Personnel and Administration (DPA) rules, Colorado Department of Human Services (CDHS), and facility policies and procedures. 
• Audits and verifies timekeeping entries against supporting documentation to ensure worked hours and leave usage are precisely recorded and reconciled.
• Maintains comprehensive, audit-ready timekeeping records and files, proactively resolving discrepancies to preserve payroll integrity and regulatory compliance.

Other Duties as Assigned

• Responsibility to perform assigned tasks and duties within the scope of practice for this position that do not fall within the realm of of the above duty statements. 

Applicants must meet the minimum qualifications listed below to continue in the selection process for this position. Work experience must be specifically documented in the work experience section of your application.  Do not use "see resume" or "see attached" statements on your application.

Minimum Qualifications:
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

CDHS Careers

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~ 

~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.