Program Assistant II - Outpatient Services.

Department Information
This position is open to current Colorado residents only.
Civil and Forensic Mental Health Services (CFMH) operates Colorado’s two mental health hospitals, the Forensic Services Division, the Division of Mental Health Transitional Living, and now the Outpatient Services Division. The office provides a continuum of mental health care for both Civil and Forensic clients. Civil clients are individuals who are committed by a civil court into the care of the Colorado Department of Human Services because they have serious and persistent mental health conditions. Forensic clients include those who are charged with a crime and have a mental or developmental disability that prevents them from assisting in their own defense or rationally understanding the criminal court proceedings, and those who have been charged with a crime but found not guilty by reason of insanity. CFMH works across the legal system to provide evaluations, treatment and case management for these clients. Outpatient Services is the newest part of this continuum, working to support clients stepping down or being diverted from hospitals and jails, and giving them the care they need in the community.
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
Description Of Job
This position is r emote. The work location will be your home address, with on-location work and travel for in-person meetings primarily in the Denver-metro area.
Please Note: These working arrangements are subject to change.
Program Support
What You'll Be Doing:
Provides program assistance and technical support for the Care Coordination Program, including its director, 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, previous employee record retention, shared drive management and support, supports staff and leadership schedules as needed, and supports facilitation, agenda, and minute taking for departmental meetings.
At times, this position will synthesize such data and information into management reports utilized in various meetings, including but not limited to data reports regarding program logistics and barrier variables.
Serves as the department liaison for other programs and for program leadership and staff. Travel will be needed to coordinate with remote team, with on site meetings and on location activities required.
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.
Is expected to facilitate timely, organized, and accurate completion of all such tasks within Division practices.
The Program Assistant 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 program director’s supervisory files in a secure location and ensures compliance and updated information is obtained.
Has designated timekeeping duties within the Division's system. Travel will be needed to coordinate with remote team, with on site meetings and on location activities required.
Transportation, Appointment And Evaluation Scheduling
As clients need assistance who are under the purview of this program, this position may support scheduling, direction, and collaboration with the team to connect clients to care.
This may include phone, video, or in person contact with clients of the program or those who are connected to those clients including care providers, as well as direct and indirect support to engage clients with an evaluator or transportation, basic administrative support, and compassion for clients who may be suffering from acute mental health symptoms.
At times, travel will be needed to coordinate with remote teams, with on site meetings and on location activities required.
Other Duties As Assigned
Other duties as assigned include: notary services, cross-training and support for Clinical Services administration, Division-wide ad hoc activities, general program support, etc.
Minimum Qualifications, Substitutions, Conditions Of Employment & Appeal Rights
PROGRAM ASSISTANT II (H4R2XX)
Education/Licensure/Certification/Experience
Five (5) years of relevant experience as a Program Assistant, Executive Assistant, or Administrative Support role.
Education And Experience
A combination of related education in business management, business administration, or other closely related field and/or relevant experience as a Program Assistant, Executive Assistant, or Administrative Support role equal to five (5) years.
Preferred Qualifications
Previous experience as an administrative support or program assistant in healthcare, behavioral/mental health, or similar field.
3+ Experience with systems such as Microsoft Office, Google Workspace, or similar.
Bilingual in Spanish, preferred.
Conditions of Employment
Travel - Explain: There may be times this position is required to travel to nearby location to secure departments 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
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.
Motor Vehicle Check , if the employee will drive a state-owned vehicle, either in an on-going capacity while performing their normal day-to-day job duties OR on occasion for training/meetings/client visits/etc.
Must possess a valid, non-restricted Colorado Driver’s License or an non-restricted U.S. Driver's License for positions within 30 miles of the CO state border
Out-of-State Driver’s License holders must obtain a valid, non-restricted Colorado Driver’s License within 30 days of employment start date.
Other Conditions of Employment specific to Program
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.
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

Work arrangement
No