Program Assistant II - Nutrition Services - Pueblo.

Department Information

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

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Description Of Job

About the Nutrition Services department:

The Nutrition Services Department exists to provide quality food service and medical nutrition therapy to more than 1600 clients in a mental health care facility and the Colorado Department of Corrections (CDOC). With over 100 employees, the department strives, within available resources, to provide adequate nutrition to clients based on medical, spiritual, ethnic, cultural, and mental health needs.

The position provides high level, professional, administrative, technical, and program support for the Director of Nutrition Services at CMHHIP in order for him/her to provide efficient oversight, direction, communication, and facilitation of daily operations. The position is responsible for developing strategies for work processes, to identify internal and external information needs, and to formulate recommendations and action plans for resolution of issues. The position is responsible for a multitude of communications and documents to comply with State Personnel policies. This position must have the ability to analyze presented problems in the area of information management, personnel issues related to Federal Labor Laws, and understand personnel rules and regulations impacting the employees under the Appointing Authority. This position must demonstrate abilities in complex thinking and problem solving and have clear definitive self-initiative and ability to manage and resolve conflict with others. In addition, this position must be able to work independently; exercise independent judgment; ensure open communication, maintain patient and staff confidentiality including handling sensitive material; and organize and prioritize multiple projects, schedules, competing priorities thoroughly in a timely, effective, and professional manner.

Primary Duties

• Serves as the program assistant for the Director of Nutrition Services and provides technical support to managers and appointing authorities within a department of over 100 employees.
• Provides technical assistance, and responds to questions and requests for information for program areas, answers internal and external stakeholder questions and routes more specific requests to appropriate program staff
• Completes Personnel Action Forms (PAF) for vacant positions, special events requests, transfers, separations, disciplinary actions, supervisor changes, funding changes, PD modifications and reallocations/reclassifications following proper timelines and policies set by Human Resources (HR), and Payroll and Timekeeping.
• Works with Appointing Authority regarding posting available positions as transfers, promotional or open competitive opportunity.
• Identifies workflow issues and suggests solutions reviewing processes, documentation, or other materials as determined by the Appointing Authority.
• Develops and prepares meeting agendas, attends meetings, records and transcribes meeting minutes as needed within agreed upon deadlines and may involve a variety of special duties or tasks, which is evaluated at the discretion of the Administrator.
• Manages the calendar and scheduling of the Appointing Authority by recommending, scheduling and committing to meetings and functions, outlining options and assisting with the prioritizing of commitments and appointments. Reviews calendar daily to resolve any appointment conflicts.
• Manages action items for the Director to ensure approval of contracts, reports, correspondence, etc. and responds to inquiries and works on assignments.
• In accordance with delegated authority, determine which correspondence can be approved and signed on behalf of the Administrator and which must be personally sent for the Administrator’s approval and signature.
• Assists Appointing Authority with compiling documentation and/or confidential human resources issues.
• Assists in the coordination and tracking of various administrative assignments and/or activities.
• Compile information and prepare documents, slides, etc. on the shared Google Drive.
• Prepares reports using Microsoft Office Software (Word, Excel, PowerPoint) and/or Google (Gmail, Sheets, Slides, Docs).
• Develops and maintains filing systems and tracking.
• Supports department with development and maintenance of google site and Team Works.
• Prepares interview packets with questions for each panel member for assigned positions.
• Actively involved in the recruitment process by coordinating subject matter experts (SME) to review and score applications, scheduling interviews, verifying references and communicating with the Appointing Authority to select a candidate.
• Interacts daily with departments to coordinate assignments and balances the ideas and priorities of various individuals and teams.
• Works with other Program Assistants (PA’s) and office support staff to organize and ensure administrative coverage.
• Directs the flow of the Office assignments required and critical information as to the appropriate staff and program area.
• Manage customer service for the Office including complaints from employees, customers and disgruntled and/or concerned citizens with tact and diplomacy; determine the problem or concern, and the remedial action requested by the individual.
• Initiates and distributes updates on personnel changes (new hires, terminations, unit transfers, etc.) to Human Resources, Payroll, Finance and Information Management Departments.
• Maintains the Excel spreadsheets on the department staffing patterns as position changes occur and tracks all Personnel Action forms on assigned Google Sheets.
• Regularly participates in e-clearance trainings and meetings.
• Collaborates with Human Resources (HR) recruiter to post vacant positions and is actively involved in the recruitment process by scheduling interviews, verifying references and communicating with Appointing Authority to select a candidate.
• Handles mail received on the same day of receipt. Reviews, prioritizes and accurately responds to address all incoming correspondence.
• Assists with formal business communication, including formatting and writing documents developing and refining presentations.
• Drafts responses (memos, letters, and emails) to routine inquiries to be approved by the Appointing Authority.
• Reviews, edits, and finalizes documents (letters, briefing papers, memos) ensuring that the documents adhere to established CDHS guidelines for correspondence.
• Accurately composes, designs, and types documents, correspondence, forms, organizational changes, and reports utilizing a variety of software applications (e.g., Microsoft Office and Google).
• Receives incoming telephone calls, triages calls according to guidance, and responds to customer inquiries and/or allocates calls to the appropriate staff member.
• Respond to emails and voicemails to solve problems for the Appointing Authority.
• Other duties as assigned
  
  

Minimum Qualifications

Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights

• Five (5) years of experience in a professional office setting or an occupational field closely related to the work assigned to the position.
  
  

Substitutions:

• Appropriate education will substitute for the required experience on a year-for-year basis.
  
  

Preferred Qualifications

• Diversity, Equity, and Inclusivity Skills: Effectively work with others from diverse backgrounds and skill levels;
• Strong interpersonal and customer service skills: ability to work collaboratively and develop partnerships; effective problem-solving skills. Ability to work across departments.
• Self-Starter: Take the initiative to determine daily tasks. Make independent decisions regarding prioritizing work.
• Critical Thinking and Analytical skills: Understand and interpret policies and procedures, and processes. Help others address technical challenges or issues. Strong attention to detail.
• Interpreting and applying policies and procedures: Follow policies and procedures. Interpret policies that impact the department.
• Organizational Skills: creating and maintaining electronic document folders
• Communication Skills: Ability to maintain the confidentiality of the office; Effective verbal and written communication skills; ability to present and provide technical assistance and training to an audience; proficiency in Google Suite, MS Word, Excel, and databases.
  
  

Conditions Of Employment

• Must be at least 21 years of age.
• 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.
• May be required to work weekends, evenings, and holidays.
• The direction of CDHS leadership and COVID Requirements that are subject to change.
• 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

The Assessment Process

About Us

For additional recruiting questions, please contactjustin.icenhowerstate.co.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 (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
• 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 ADAA Coordinator, Nancy Schmelzer, at [email protected] or call 1-800-929-0791.

~THE STATE OF COLORADO IS AN EQUAL OPPORTUNITY EMPLOYER~

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