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Administrative Assistant III
- State of Colorado (Denver, CO)
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ADMINISTRATIVE ASSISTANT III
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ADMINISTRATIVE ASSISTANT III
Salary
$1,917.60 - $2,684.80 Biweekly
Location
Denver, CO
Job Type
Full Time
Job Number
IIC 00187 05/13/2025
Department
Colorado Department of Human Services
Division
OBH - CMHIFL
Opening Date
05/13/2025
Closing Date
5/20/2025 11:59 PM Mountain
FLSA
Determined by Position
Type of Announcement
This position is open only to Colorado state residents.
Primary Physical Work Address
3520 West Oxford Street, Denver , CO 80236
FLSA Status
Non-Exempt; position is eligible for overtime compensation.
Department Contact Information
How To Apply
Please submit an online application for this position at https://www.governmentjobs.com/careers/colorado. Reach out to the Department Contact to apply using a paper application, including any supplemental questions. Failure to submit a complete and timely application may result in the rejection of your application. Applicants are responsible for ensuring that application materials are received by the appropriate Human Resources office before the closing date and time listed.
+ Description
+ Benefits
+ Questions
Department Information
This position is open only to Colorado state residents.
This posting will be used to fill multiple vacancies.
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CDHSCareer
About Fort Logan
The Colorado Mental Health Institute at Fort Logan (CMHIFL) is one of two state hospitals serving our community. The vision of CMHIFL is to provide the highest quality mental health services to persons with complex, serious, and persistent mental illness within the resources available. Our mission is to support those individuals in achieving their recovery goals and reaching their full potential. CMHIFL provides inpatient treatment to adult patients, generally between the ages of 18-59. The hospital currently has 94 adult inpatient beds, over four treatment units and is scheduled to open an additional 44 beds (2 units) in August 2022. The two forensic units will be dedicated to providing psychiatric stabilization and restoration treatment to individuals opined incompetent to proceed as a result of their mental illness. Medical services, occupational therapy, neuropsychological-rehabilitation services, and trauma-informed care services are available for all patients throughout the hospital.
Through our core values listed below, CMHIFL 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.
Description of Job
Work Schedule: Monday - Friday: 8:00 am - 4:00 pm
Please note: work schedule is subject to change based on business needs
About the work unit:
The Colorado Mental Health Institute at Fort Logan (CMHIFL) is one of two state hospitals serving our community. The vision of CMHIFL is to provide the highest quality mental health services to persons with complex, serious, and persistent mental illness within the resources available. Our mission is to support those individuals in achieving their recovery goals and reaching their full potential. CMHIFL provides inpatient treatment to adult patients, generally between 18-59. The hospital currently has 138 adult inpatient beds, over six treatment milieus serving civil and forensic individuals. Medical services, occupational therapy, neuropsychological-rehabilitation services, and trauma-informed care services are available for all patients throughout the hospital.
This position performs advanced and complex office management duties of a technical, interpretive and administrative nature, as well as high-level clerical assignments for the Nursing Service Administrators I & II (Assistant Directors of Nursing and Director of Nursing), the Staffing Coordinator/ Manger of CMS and the Off-Hours Nursing Supervisors. The position requires a variety of interpersonal, computer, and mathematical skills; a high degree of tact, discretion, and initiative. This position requires a great deal of independent judgment and critical decision-making.
Job Duties:
Record Keeping:
+ Independently monitors, tracks, collects, compiles and maintains hospital medical records as defined by Joint Commission standards, the hospital Medical Records Department, and other governing agencies.
+ Organizes patient medical charts, according to the Medical Records guidelines and Health Insurance Portability and Accountability Act (HIPAA) standards.
+ Ensures availability and accuracy of downtime bins, patient labels, patient documentation, new admission charts and processes should the Electronic Health Record go down.
+ This position does this while adhering to all Medical Records policies and procedures.
+ This position follows up with requests for chart completion and determines if the chart documentation has been completed, manages and coordinates the Treatment Plan Review meetings, assists with admissions, Group tracking, downtime packets, CORE supply orders, Central Medical Supply orders, maintenance of Emergency call down lists, management of incident reports, access to Kronos and schedule source for daily, weekly and monthly report printing and file maintenance.
+ Creates treatment planning schedules for the clinical team.
Timekeeping:
+ As the Unit Time Manager, this position is responsible reconciling, preparing, and managing monthly and bi-weekly timekeeping for 30 plus employees.
+ Complying with State of Colorado Personnel Rules, Fiscal Rules, and Fair Labor Standards, inputs leave slips in accordance with manager, missed swipe forms or any other adjustments daily, weekly or prior to any pay period deadline using Kronos.
+ Provides random checks of employees’ hours to Nurse Manager for review, ensuring accurate timekeeping practices and facilitate any discrepancies or disputes between employees, supervisors, and Department of Human Services (DHS) Payroll/Timekeeping personnel.
+ Is aware of changes in rules, polices and regulations regarding Kronos and timekeeping. Enters all leave data. Manages and maintains Kronos time detail report filing for Team employees. Prints reports weekly for the Nurse Manager to review and track staff members timekeeping balances
Technical Support:
+ Compiles information and oversees the movement of all patients in the Electronic Health Record including: seclusion and restraint, absence without staff consent, passes, discharges, and outside medical appointments.
+ Client addressograph label is obtained through the Electronic Health Record to identify all forms in the client medical record.
+ The position is responsible for collecting and compiling reports.
+ Provides the unit with a photo of the patient from the hospital Kardex on a regular basis
General Office Duties:
+ Responsible for coordinating and overseeing the day-to-day office functions to ensure smooth and professional operations on the team.
+ When answering difficult calls on the team, issues are problem solved and resolved.
+ Supports and assists the multidisciplinary clinical team and clients.
+ Mini team schedules are completed and sent the entire clinical team.
+ Unit meeting minutes are compiled monthly.
+ Distributes outgoing/incoming mail, and all state agency and unit communications to appropriate person.
+ Responsible for efficient and timely completion of administrative functions on the team including coverage of other teams.
+ Adds new staff to the emergency call down list, liaison between facilities department and work unit to make sure all work orders are input into MAXIMO system and are handled in a timely manner to decrease safety risks.
+ Responsible for the scheduling and maintenance of all Xerox equipment, laundry and kitchen equipment.
+ Responsible for purchase inquires and budgetary approval paperwork if replacement is needed.
+ Oversees the operation and maintenance of office equipment such as copiers, computers, printers, etc.
+ Independently analyzes and reconciles Procurement Card expenditures for the team before they are turned into the Assistant Director of Nursing.
+ Oversees the scheduling of services, repairs, and deliveries.
+ Assists in the purchase of office furniture and appliances for the units.
+ Coordinates and organizes the end of the year overflow of expenses to buy supplies for patient needs and office supplies for the upcoming year.
+ Other duties as assigned
Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights
Minimum Qualifications
Three (3) 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 relevant experience in an occupation related to the work assigned equal to three (3) years
Conditions of employment:
+ Full Background - Name check, TRAILS and Fingerprinting
+ Must beat least 21 years of age or older
+ 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.
+ Comply with CDHS vaccination requirements
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 ([email protected]), 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 department’s action.
For more information about the appeals process, the official appeal form, and how to deliver it to the State Personnel Board; go to spb.colorado.gov ; contact the State Personnel Board for assistance at (303) 866-3300; or refer to 4 Colorado Code of Regulations (CCR) 801-1, State Personnel Board Rules and Personnel Director's Administrative Procedures, Chapter 8, Resolution of Appeals and Disputes, at spb.colorado.gov under Rules.
Supplemental Information
How to Apply (https://cdhs.colorado.gov/information-for-job-applicants#how-to-apply)
The Assessment Process
For additional recruiting questions, please contact tricia.jepsen @state.co.us ([email protected])
About Us:
If your goal is to build a career that makes a difference, consider joining the dedicated people of the Colorado Department of Human Services (https://www.colorado.gov/cdhs) (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 a PERA Defined Benefit Plan or PERA Defined Contribution Plan www.copera.org 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
+ BenefitHub state employee discount program
+ Employee Wellness program MotivateMe
+ 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 https://www.colorado.gov/pacific/dhr/student-loan-forgiveness-programs .
Our 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.
ADAA 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 ADAAA Coordinator, Nancy Schmelzer, at [email protected] or call 1-800-929-0791.
~THE STATE OF COLORADO IS AN EQUAL OPPORTUNITY EMPLOYER~
Toll Free Applicant Technical Support (https://cdhs.colorado.gov/information-for-job-applicants#technical-support)
The State of Colorado offers permanent employees a variety of benefits including medical, dental, life and disability insurance, as well as a comprehensive leave program. Please click the following link for detailed information: www.colorado.gov/pacific/dhr/benefits
Please note that each agency's contact information is different; therefore, we encourage all applicants to view the full, official job announcement which includes contact information and class title. Select the job you wish to view, then click on the "Print" icon.
01
If you are a current or former State of Colorado employee, please list your employee number and/or the years that you were employed with the State:
02
Former State employees who were disciplinarily terminated or resigned in lieu of termination must disclose the information on the application. In the space below, please provide an explanation as to why the prior termination or resignation should NOT disqualify your application from the current position.
03
If you are a current or former State of Colorado employee, please list your employee number (starts with 997...). Failure to provide this requested information may render your application incomplete, and you may no longer be considered for the position.
04
Describe your experience working in a hospital or medical setting. Do not write in "see resume/application".
05
Describe your administrative and clerical experience.
06
Describe your experience with HIPAA and confidential information.
07
Describe your experience with payroll or KRONOS.
08
Describe your experience with electronic health records.
09
Your legal name is used in the hiring process for background checks. Did you use your full legal name in your application? If not, please update your information before submitting your application.
+ Yes
+ No
10
Are you a Veteran requesting Preference? If yes, you must submit a copy of DD214
+ Yes
+ No
Required Question
Employer
State of Colorado
Address
See the full announcement by clicking
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Location varies by announcement, Colorado, --
Website
https://careers.colorado.gov/
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