Workforce Specialist - Program Assistant II - CMHHIP

Description of Job

This position reports directly to the Impact Administration Office (IAO) Workforce Manager (WM) of the Colorado Mental Health Hospital in Pueblo (CMHHIP). It provides high-level, professional, administrative, technical, and program support to ensure efficient oversight, direction, communication, and facilitation of daily operations. Key responsibilities include developing work‑process strategies, identifying information needs, formulating recommendations, producing communications that comply with state policies, and managing complex problems in information management and personnel issues related to federal labor laws.

The role requires independent judgment, confidential handling of sensitive material, prioritization of multiple projects, and strong communication skills.

• Develop and prepare meeting agendas, record and transcribe minutes, and manage action items for the WM.
• Prepare correspondence, reports, and presentation decks using Microsoft Office and Google applications.
• Coordinate approvals of contracts, reports, and other documents, responding to inquiries and assignments.
• Lead and manage special projects, translating project concepts into concrete operations.
• Provide technical assistance and route specific requests to appropriate staff.
• Identify workflow issues and propose solutions, maintaining filing systems.
• Manage the WM’s calendar, scheduling meetings, resolving conflicts, and handling same‑day mail.
• Upload and maintain shared folders and office documentation, coordinate with other Program Assistants for coverage.
• Direct flow of assignments, process critical information, and respond to incoming correspondence.
• Draft and finalize memoranda, letters, and emails in accordance with CDHS and IAO guidelines.
• Assist with business communications, formatting, and document creation using software such as Visio and Google.
• Serve as liaison for stakeholder meetings, preparing agendas and materials.
• Triage incoming calls and emails, allocating inquiries to appropriate staff.
• Educate staff on procedures, policies, and correct correspondence preparation.
• Assist with confidential human resources issues and analyze information for meetings.
• Follow up on action items, identify problem areas, and devise solutions.
• Manage customer service, attending to complaints, determining remedial actions, and communicating critical issues to the WM.
• Track and monitor complaint resolution, prioritizing communication of legal matters or potential lawsuits.
• Perform administrative tasks such as typing, collating, formatting, and filing.
• Clarify data with the WM, correct errors, and establish office record systems.
• Provide backup support for other Program Assistants as needed.
• Offer administrative support for special projects and functions across CMHHIP departments.

• Assist the WM with recruitment, hiring, and onboarding processes.
• Review and correct job postings before posting on the state website.
• Collaborate with CMHHIP program leadership and HR to screen candidates.
• Prepare candidate packets and coordinate interview scheduling.
• Analyze qualifications and confirm eligibility of applicant pool.
• Maintain interview question compilations, including behavioral and role‑specific questions.
• Participate in interview panels and recommend selections when needed.
• Collect, synthesize, and interpret hiring data for management decisions.
• Create and maintain robust tracking instruments for accuracy.
• Communicate candidate status and reference findings to the WM and HR.
• Update tracking systems and send notifications to hiring managers.
• Prepare and review correspondence for transfers, demotions, and other employee‑request paperwork.
• Coordinate on‑boarding, tracking vacant positions, and communicate status to the HRTA.
• Recommend methods to create a positive workplace environment and improve staff retention.

• Create and obtain documentation for actions submitted to the eClearance/PAF system.
• Handle staffing changes such as separations, fill vacancies, transfers, and new hires.
• Obtain updated Position Descriptions prior to PAF submission.
• Apply policies and guidelines for…