Department Information

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

Position provides administrative and clerical support functions for multi-disciplinary team for the units assigned. Position may be asked to cover duties on other units as needed. 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. Position 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:

Unit Support and Set Up:

• 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 office and activities in a confidential, efficient and timely manner;
• Ensures the most effective processes are utilized; shares information regarding internal and external information needs for the purpose of effective management of the work unit.
• Monitors all clerical equipment used for functionality.
• Reports any malfunction or additional equipment needs to Hospital Operations Department. Checks and adds necessary supplies, i.e., paper, ink cartridges, toner, staples for unit(s) assigned.
• Facilitates effective department/unit operation by maintaining office supplies, equipment, ensures current forms are in place for staff use. Tracks the monthly general PCARD expenses for units assigned.
• Completes all food and supply ordering and shopping for monthly unit behavior program needs and events held on unit.
• 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.
• Copies, collates, and disseminates patient information to designated referral sources.
• Verifies that acquisition and release of information are completed in a timely manner following hospital policy and procedure.
• Processes, assures accuracy, appropriateness, and completeness of discharge packets to designated referral sources.
• Provides Administrative Assistant coverage as needed to units/programs and is crossed trained for all unit clerk duties.
• Responsible for the unit HIPPA bin and assures set out for pick up and returned to the unit.
• Demonstrates proficient use of numerous computer programs and keyboarding. Attends required meetings to take minutes and transcribe in a timely manner.

Legal Processes:

• Receives, reviews and files all legal paperwork/court orders,
• Tracks legal time frames and prepares/delivers reports to appropriate individuals to remain within legally mandated time frames.
• Notifies the Program Coordinator or designee of issues or court orders outside of normal operation procedures and coordinates and communicates with the Psychiatrist, Program Coordinator, and Medical Records.
• Tracks when paperwork expires and able to notarize medical affidavits and process to Legal Department.

Timekeeper:

• 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 CMHIP 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.
• Ensures that staff agency boards are kept up to date with current pictures and names of staff.
  

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:
Three years of experience in an occupational field related to the work assigned to the position.

Substitution:
Appropriate education will substitute for the work experience requirement on a year- for year- basis. (Must attached unofficial transcripts to the application, for education as a substitution to be credited)

Special Qualifications:

• 
  Required to be a certified notary within six 6 months of hire

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.
• Effective September 20, 2021, this position will require documented proof of full COVID-19 vaccination. New employees will be required to provide attestation to their status with proof of vaccination within thirty (30) business days of hire.
  Religious and medical exemptions and reasonable accommodation shall be addressed as required by law pursuant to the Equal Employment Opportunity Commission’s vaccination guidance. If you would like to request a medical or religious exemption, please contact CDHS_HumanResources@state.co.us
  Note: Fully Vaccinated means two (2) weeks after a second dose in a two-dose series of the COVID-19 vaccine, such as the Pfizer or Moderna vaccine, or two (2) weeks after the single-dose vaccine, such as Johnson & Johnson’s Janssen vaccine, as defined by the most recent State of Colorado’s Public Health Order and current guidance issued by the Colorado Department of Public Health & Environment.

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 (dpa_state.personnelboard@state.co.us), 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

• 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

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