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ADMINISTRATIVE ASSISTANT III- CMHHIP

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ADMINISTRATIVE ASSISTANT III- CMHHIP

Salary

$1,956.00 - $2,738.31 Biweekly

Location

Pueblo, CO

Job Type

Full Time

Job Number

IIB 01646 07/10/2025

Department

Colorado Department of Human Services

Division

OBH - CMHIP

Opening Date

07/10/2025

Closing Date

7/21/2025 11:59 PM Mountain

FLSA

Determined by Position

Type of Announcement

This position is open only to Colorado state residents.

Primary Physical Work Address

1600 W 24th St, Pueblo, CO 81003

FLSA Status

Non-Exempt; position is eligible for overtime compensation.

Department Contact Information

[email protected]

Salary Note

Although the full salary range for this position is provided, appointments are typically made at or near the range minimum.

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

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CDHSCareers

This position is open only to Colorado State Residents

About Colorado Mental Health Hospital in Pueblo:

Colorado Mental Health Hospital at Pueblo (CMHHIP) is an acute care psychiatric hospital that provides comprehensive psychiatric treatment services medical services by multidisciplinary treatment teams. This includes: 24-hour nursing care and assessment; psychiatric intervention and evaluation; psychological services; psycho-social services; Occupational Therapy; Educational and Vocational Rehabilitation services; Recreational Therapy; and other services required of an acute care psychiatric hospital licensed in the state of Colorado. CMHIP provides psychiatric services for adolescent, adult, and geriatric patients

Description of Job

About the Position:

This position provides administrative and clerical support functions for assigned departments and may be asked to cover Administrative Assistant duties within other departments as needed. This position implements office and administrative operations; develops databases and forms, assures forms and tracking used by the team are in compliance with required standards, statutes, rules, and regulations; assures timely completion and monitors time frames of all required legal documentation. It performs administrative and clerical support duties to include typing, collating, compiling, tracking, formatting, filing, timekeeping, and publication maintenance utilizing several computer software programs. Duties in this position include:

Department/Unit Support :

+ Determines work priorities and schedules to ensure the workload, operational requirements, deadlines and expectations are met;

+ Coordinates information from various departments and agencies; manages work unit’s office and administrative activities in a confidential, efficient and timely manner

+ Uses strategies to ensure the most effective processes are utilized

+ Shares information regarding internal and external information needs for the purpose of effective management of the work unit and other departments as needed

+ Monitors all clerical equipment used for functionality

+ Reports any malfunction or additional equipment needed to the Hospital Operations Department.

+ Checks and adds necessary supplies, i.e., paper, ink cartridges, toner, staples for assigned departments.

+ Assists with accompanying volunteers for the volunteer services department.

+ Facilitates effective department/unit operation by maintaining office supplies, equipment, ensures current forms are in place for staff use.

+ Completes warehouse ordering for assigned units/departments in the CORE system, and monitors PAR levels for each assigned unit/department.

+ Ensures accurate orders have reached the correct units/departments, and maintains organization in the designated storage rooms

+ Tracks the monthly general PCARD expenses for assigned units/departments and reallocates purchases to the correct department budgets.

+ Completes food and supply ordering and shopping for monthly patient CMS and Recreation Therapy events held on unit if needed for coverage purposes

+ Ensures that all purchases are completed by the necessary deadlines

+ Verifies that forms and tracking systems used by department staff are in compliance with required standards, statutes and regulations.

+ Demonstrates proficient use of numerous computer programs and keyboarding

+ Attends required meetings to take minutes and transcribe in a timely manner

Timekeeper Duties:

+ Daily and weekly responsibilities in Kronos Workforce Dimensions include: Review missing punches and follow up with appropriate staff. Verify time card approvals by pay cycle deadlines. Look into leave entry issues/errors and advise appropriate supervisor. Review required weekly hours entry.

Regulatory Compliance:

+ Maintains up-to-date knowledge of CMHHIP policy and procedures

+ Routine rounding of units assigned to monitor completion of cleaning logs on all refrigerators and microwaves each month

+ Monitors completion of daily temperature checks on all refrigerators

+ Assists with unit cardboard checks and ensures that all cardboard is discarded as soon as possible

Copy Machine Billing:

+ Receives, reviews, and pay bills, using P-Card, for monthly hospital wide copy machine usage.

+ Tracks machine usage by logging in to a password protected computer program and reading/interpreting meters

+ Prepares/delivers reports to appropriate individual(s) to remain up to date within pay cycle

+ Notifies the Program Support Administrator or designee of issues

Other Duties As Assigned:

+ Any other duties that may arise that may need to be completed that are not covered in the above duty statements

Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights

Minimum Qualifications:

Experience Only:

+ Three (3) yearsof experience in data entry systems or providing administrative support in a healthcare, public service, or office environment

OR

Education and Experience:

+ A combination of related education and/or relevant experience in data entry systems or providing administrative support in a healthcare, public service, or office environment , equal tothree (3) years

Preferred Qualifications:

+ Experience using data entry systems (CORE, KRONOS, or similar platforms)

+ Experience with Procurement, inventory, and financial tracking

+ Ability to manage and maintain accurate records and documentation, track deadlines and update logs

+ Strong organization and time management skills

+ Professionalism in greeting customers, answering phones and routine inquiries

+ Able to work independently and demonstrate initiative and integrity

+ Clear verbal and written communication adjusted for different audiences

+ Comfortable assisting other departments with varying tasks and priorities

Conditions of Employment:

+ 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.

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 jazzma [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

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 previous state employee, please provide the following information for each state job worked: department, job title, dates worked. This will allow us to determine transfer, demotion, promotional, or reinstatement status. (This information will be verified.) Type N/A if you are not a current or previous state employee.

02

If you are a current or previous State of Colorado employee, please provide your EID (employee identification number will start with 99....), if not applicable type N/A.

03

Former State employees who were disciplinary terminated or resigned in lieu of termination must disclose the information on the application. If you are a former state employee who was disciplinary terminated or resigned in lieu of termination, please provide an explanation as to why the prior termination or resignation should NOT disqualify your application from the current position.

04

Describe your experience providing administrative support in a healthcare, public service, or office environment. Please include the type of work you performed, the systems or tools used, and the setting.

05

Describe your experience using computer systems or software to complete administrative or data-tracking tasks.

06

This position requires the ability to multitask and maintain attention to detail, especially when tracking or organizing documentation. Please describe how you manage and track important tasks or compliance deadlines.

07

Explain a time when you demonstrated strong initiative and proactivity in a previous job?

Required Question

Employer

State of Colorado

Address

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Website

https://careers.colorado.gov/

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