Administrative Assistant III - Staffing Coordinator - Nutrition Services - CMHHIP

This position is open only to Colorado state residents. Please note: This recruitment may be used to fill multiple vacancies.

• Prepares, processes, and maintains accurate administrative records, reports, and correspondence for Nutrition Services.
• Maintains official personnel-related records (licensure, certifications, training documentation, signed position descriptions) in Cornerstone and departmental tracking systems.
• Serves as departmental time assistant using Kronos UKG; reviews timecards, processes leave documentation, prepares reports, and trains staff on timekeeping procedures.
• Compiles and maintains spreadsheets and reports related to staffing, attendance, leave usage, and operational needs.
• Establishes and maintains filing and recordkeeping systems in accordance with departmental and state requirements.
• Drafts and updates office procedures and administrative guides under supervisory direction.
• Provides logistical support for meetings, calendars, conference room scheduling, and departmental communications.
• Maintains departmental shared drives and Google site content as assigned.
• Supports managers with scheduling appointments or meeting arrangements; dictation; transcription; document production, including typing and word processing; gathering, coding, computing, entering, verifying, and reporting data and information.
• Sorts, weighs, picks up and delivers materials (i.e office mail, diet office documents, etc.) pertaining to the department.
• Operates office equipment such as copiers, phones, printers, and computers as tools to facilitate the work is often required.
• Facilitates effective program operation by maintaining office supplies, equipment, and ensures current forms are in place for Administration use.
• Provides staff with timekeeping and general computer-use support during open office hours.
  

• Coordinates daily and weekly staffing coverage to maintain required staffing levels while adhering to policies, procedures, and partnership agreement.
• Receives and processes early-morning and ongoing call-offs; documents unscheduled absences and updates call boards.
• Adjusts daily staffing assignments to ensure operational coverage while minimizing overtime and disruption.
• Maintains and updates staffing lists reflecting employee skills, training, and eligibility to cover positions.
• Coordinates the development and distribution of weekly schedules.
• Ensures schedules comply with FLSA, and departmental staffing plans.
• Communicates staffing changes to managers, supervisors, and affected employees.
• Provides training to new employees regarding the appropriate “call-off” procedures for Nutrition Services.
• Checks weekly to ensure each employee is within their prescribed hours/work schedule and creates reports with vital information to managers and Appointing Authority regarding use of time.
• Complies with departmental Standard Operating Procedures (SOPs) and maintain required documents to ensure compliance with Partnership agreement.
• Enters staff-approved leave into the nutrition services calendar and sends out schedules on a weekly basis.
• 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 and address staffing issues to the corresponding manager.
• Position must know who the appropriate points-of-contact are for respective issues that may arise, which can often change. This requires an ability to stay up-to-date on changes within CMHHIP and Department.
• Complies with the Fair Labor Standards Act (FLSA) , Equal Employment Opportunity Commission (EEOC),Health Insurance Portability and Accountability Act (HIPAA).
• Maintains up to date knowledge on Timekeeping and Payroll policies and procedures
  

• Serves as an administrative contact for Nutrition Services, providing professional and confidential customer service.
• Responds to phone calls, emails, and inquiries; routes requests to appropriate staff or departments.
• Provides guidance to employees regarding scheduling, timekeeping, and departmental procedures.
• Maintains confidentiality and complies with HIPAA and departmental privacy requirements.
• Communicates tactfully with staff, vendors, and internal stakeholders.
• Assists employees with guidance regarding Kronos UKG, scheduling, use of leave, and department areas, as needed.
• Collaborates with managers to ensure schedules are accurate weekly.
• Reviews office documents and collaborates with others to resolve discrepancies.
  

• Provides administrative purchasing support in accordance with fiscal rules and procurement policies.
• Prepares and processes requisitions, receiving reports, and invoices using CORE.
• Communicates with vendors regarding pricing, delivery issues, and discrepancies.
• Maintains purchasing records and assists with audits and fiscal year-end activities.
• Orders food, paper and inventories office supplies
  

Preferred Qualifications

• Experience using Kronos UKG and CORE for processing state requisitions (SRQs) and receiving reports.

• Demonstrated experience in purchasing and P-card management in compliance with State Fiscal Rules and procurement policies.

• Previous experience managing daily/weekly staffing coverage for large departments (100+ employees), including processing unscheduled call-offs and balancing overtime considerations.

• Ability to compile, proof, and edit complex administrative reports (e.g., leave usage, attendance patterns, and training records) by auditing source data across multiple systems.

• Familiarity with FLSA (Fair Labor Standards Act), EEOC, and HIPAA compliance within a government or healthcare setting.

• Ability to manage multiple high-priority projects simultaneously while meeting strict departmental and payroll deadlines.

• Experience handling sensitive personnel records, including licensure, certifications, and protected health information.

• Intermediate skills in writing, proofreading, and drafting Standard Operating Procedures (SOPs) or administrative guides.

• Proficiency in Google Workspace (Sheets, Sites, Drive) and Microsoft Office Suite to manipulate data and create professional presentations.

• Experience with Teamwork staffing software or similar workforce scheduling platforms.

• A full background check and reference check is required. 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.
• Exposure to cleaning chemicals and commercial equipment.
• May be required to work weekends, evenings, and holidays.
• 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.
• 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.

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.

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 NOT be reviewed during the minimum qualifications screening process. You must specifically document your work experience and qualificationsin the application form. Do not use "see resume" or "see attached."

You must meet the minimum qualifications to continue in the selection process. Part-time work experience will be prorated.

After minimum qualification screening, the comparative analysis process will involvereviewingand rating of all the information you submit.The comparative analysis step may also include your results from standardized testing.

You may file an appeal with the State Personnel Board or request a review by the State Personnel Director if your application is eliminated. You will find the appeals process, the official appeal form, and how to deliver it on theState Personnel Boardwebsite.

• You or your representative must sign and submit the official appeal form for review.

• You can find the official appeal form here.

• You must be deliver the official appeal form to the State Personnel Board:

  • By email (dpa_state.personnelboard@state.co.us), or

  • Postmarked in US Mail to(1525 Sherman Street, 4th Floor, Denver CO 80203, 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.

Contact the State Personnel Board for assistance:

• At (303) 866-3300, or

• Refer to the Colorado Code of Regulations (CCR) 801-1, State Personnel Board Rules and Personnel Director's Administrative Procedures, Chapter 8, Resolution of Appeals and Disputes, within theRuleswebpage.

How to apply to the State of Colorado(Youtube Video, Runtime 3:59, Closed Captions Available)

If your goal is to build a career that makes a difference, join the dedicated people of theColorado 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.Each of us is committed to contributing to a safe and accessible CDHS. In addition to a great location and rewarding and meaningful work, we offer:

• Strong, secure, yet flexible retirement benefits including aPERA Defined Benefit Plan or PERA Defined Contribution Planplus 401(k) and 457 plans

• Medicalanddentalhealth plans

• Employer supplementedHealth Savings Account

• Paid life insurance

• Short- and long-term disability coverage

• 11 paid holidays per year plus vacation and sick leave

• State of ColoradoEmployee BenefitHub Resource Center

• 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 thePublic Service Loan Forgiveness Program.

• We believe in a people-first approach: We prioritize the needs, well-being, and dignity of the individuals, families and communities we serve. We commit to respect, fairness and access in every decision, policy and interaction. We engage client voices and experiences in the development and implementation of the services we provide.
• 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.

ADA Accommodations

CDHS is committed to a Colorado for 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.

This includes completing the application process, interviewing, completing any pre-employment testing, participating in the employee selection process, and/or performing 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 tocdhs_ada@state.co.us.

The State of Colorado is an equal opportunity employer

We are committed to increasing a“Colorado for ALL"of our staff and providing culturally responsive programs and services. Therefore, we encourage responses from people of all backgrounds and abilities. The State of Colorado believes that a “Colorado for ALL” drives our success, and we encourage candidates from all identities, backgrounds, and abilities to apply. The State of Colorado is an equal opportunity employer committed to building inclusive, innovative work environments with employees who reflect our communities and enthusiastically serve them. Therefore, in all aspects of the employment process, we provide employment opportunities to all qualified applicants without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity or expression, pregnancy, medical condition related to pregnancy, creed, ancestry, national origin, marital status, genetic information, or military status (with preference given to military veterans), or any other protected status in accordance with applicable law.

Toll Free Applicant Technical Support

If you experience technical difficulty with the NEOGOV system (e.g. uploading or attaching documents to your online application) call NEOGOV technical support at 855-524-5627 Mon-Fri between 6 am and 6 pm (Pacific Time). Helpful hints: if you are having difficulty uploading or attaching documents to your application 1) ensure your documents are PDF or Microsoft Word files and 2) close the document before you attempt to upload (attach) it.