Administrative Assistant III

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 /13/2025

Department

Colorado Department of Human Services

Division

OBH - CMHIFL

Opening Date

05/13/2025

Closing Date

5/20/: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 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 . click apply for full job details