ADMINISTRATIVE ASSISTANT III - Jail-Based Restoration Program - HYBRID
ADMINISTRATIVE ASSISTANT III - Jail-Based Restoration Program - HYBRID
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Job Description
Department Information
- This position is open only to current Colorado state residents.
Located within the Colorado Department of Human Services the Office of Civil and Forensic Mental Health (OCFMH) is responsible for policy development service provision and coordination program monitoring and evaluation and administrative oversight of the public behavioral health system. OCFMH funds supports and monitors numerous mental health and substance abuse community programs and providers. OCFMH also operates the Colorado Mental Health Hospitals at Fort Logan and Pueblo and the Forensic Services Division. OCFMH executes the States federal responsibilities as the State Mental Health Authority and State Substance Abuse Authority for the purposes of administering federal mental health and substance abuse block grant funds.
The Forensic Services Division is responsible for six departments including Forensic Community Based Services (FCBS) Jail Based Evaluation and Restoration (JBR) Outpatient Restoration (OPR) the Forensic Support Team (FST) the Court Services Department and the Operations Department.
The JBR Program exists to serve as the only program to provide jailbased competency restoration services for individuals found incompetent to proceed by the courts and ordered to undergo restoration treatment for the State of Colorado. The program additionally provides treatment to those individuals ordered by the courts to undergo an initial evaluation of competency. The Jail Based Restoration Program serves as the State expert on restoration and competency in a jailbased setting and collaborates with numerous other entities and governmental agencies to ensure best practices in admissions across the State best practices in competency restoration treatment and continuity of care and follow up care for individuals discharging from the program. In addition the JailBased Restoration Department provides oversight to contracted private hospital programs. The team coordinates admissions for inpatient competency mental condition and sanity evaluations as appropriate to occur at one of the settings the team oversees.Optin below to receive text message updates on CDHS recruiting events! Description of Job
- This position is 8a5p MondayFriday and has a hybrid work schedule which requires at least two days in the office.
Purpose of the position:
This position exists to provide administrative support and monitoring for those individuals courtordered for inpatient competency evaluations or competency restoration treatment and designated for transfer to a jailbased restoration program or private hospital. This position is required to function independently to manage the volume of work associated with the gathering and filing of patient records in preparation for review by the OCFMH Director for JailBased Restoration Health Professional VI Health Professional IV and Health Professional III positions for JailBased Restoration. This position implements modifies and utilizes office management skills and administrative procedures to complete time sensitive duties related to locating collecting and filing of specific records of patient referrals to one of the departments jailbased restoration programs or private hospital partnerships. This position inputs data into data collection devices such as spreadsheets databases and electronic files.. This position decides the most efficient means of accomplishing these duties while prioritizing workload under changing work conditions clarifies pertinent data and manages office filing and retrieval systems including the contents of files circulation and retrieval production access and proper handling and disposal of data and protected health information and other duties as assigned.
Job Duties:
Patient Info Processing:
This position will engage in daily review of various reports such as the ITP report and Referral list (Comp and ITP) in the Anticipate program and the Jail Based Program referral spreadsheet found on the LAN for potential Jail Based Restoration referrals. This position will initiate the creation of a referral folder for all identified candidates and ensure it is complete. This will include timely collection of all pertinent documentation for the referral folder accessing various programs such as the Anticipate or Legacy Database or Google Drive (e.g. Ancillary Web and Anticipate BEHR) patient records located on the patient unit and archived in the medical records department jail records from the admissions department and other sources. This position will also be responsible for tracking and updating existing folders in a timely manner when a referral is under rereview to ensure the most current information is included in the file. Transferring electronic and paper information to and from the program at the request of the Jail Based Restoration Program Assistant Health Professionals or Directors is a regular responsibility of this position. In addition this position will assist the JailBased Restoration Program Assistant Health Professionals and Directors in collecting disseminating and tracking information pertinent to Release of Information (ROI) requests. Lastly this position will track and maintain information regarding the movement of patients within the jailbased and hospitalpurchased programs and transfers to/from CMHHIP or other various locations.
Data Collection:
This position collaborates with the JailBased Restoration Program Assistant Health Professionals and Directors to determine the best method to organize the JailBased Restorationspecific information and documents. This position inputs data specific to the Jail Based Restoration program referrals admissions and discharges in a database/spreadsheet. Data collection includes tracking of movement within the departments programs for all patients including movement to/from CMHHIP to and from court and to and from their location of origin. This position collaborates with other support staff for Jail Based Restoration to ensure the accuracy of the databases/spreadsheets with new referrals.
Communication Coordination:
This position communicates with staff from various internal and external stakeholders to ensure the smooth coordination of records collection. This position will attend meetings as needed regarding the jailbased restoration program. This position problemsolves as necessary to achieve goals and meet deadlines for record collection reporting and dissemination. This position communicates pertinent information in a timely and accurate manner to other JailBased Restoration staff and is the primary manager of the JailBased Restoration email account. This position requires timely communication and requires strong interpersonal communication skills to other JailBased Restoration staff outside stakeholders and other entities. This position interacts with other support staff front desk staff vendors and stakeholders which requires critical thinking skills and interpersonal communication to answer questions appropriately and to maintain HIPAA standards and the confidentiality of the patients. This position needs to communicate with the Director of Jail Based Restoration in a timely manner on a consistent basis.
Other Duties as Assigned Minimum Qualifications Substitutions Conditions of Employment & Appeal Rights
Minimum Qualifications:
Experience Only:
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 administrative work equal to three (3) years
PreferredQualifications:- Excellent computer skills including fluency in Microsoft Office Suite (e.g. Word Excel PowerPoint) Gmail and Google Applications and the ability to quickly learn new software
- Strong attention to detail and accuracy
- Excellent time and organizational skills
- Excellent oral and written communication skills
- Ability to work effectively in both independent and team situations
- Ability to prioritize work tasks independently and collaborate with team members
- A preemployment criminal background check including CBI name check ICON Colorado court database Medicare fraud database Reference checks Professional
License verification (licensure requirements) and drug screening (commercial Drivers license) - Hybrid Schedule 2x days in office plus as needed
Former State employees who were disciplinarily terminated or resigned in lieu of termination must (1) disclose that information on the application (2) provide an explanation why the prior termination or resignation should not disqualify the applicant from the current position (3) provide the employee number from the applicants 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.
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 () 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 departments action.
For more information about the appeals process the official appeal form and how to deliver it to the State Personnel Board; go to; contact the State Personnel Board for assistance at (303); or refer to 4 Colorado Code of Regulations (CCR) 8011 State Personnel Board Rules and Personnel Directors Administrative Procedures Chapter 8 Resolution of Appeals and Disputes atunder Rules.
Supplemental Information
For additional recruiting questions please contact .u
About Us:
If your goal is to build a career that makes a difference consider joining 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 wellbeing 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 aPERA Defined Benefit Plan or PERA Defined Contribution Planplus 401(k) and 457 plans
Employer supplementedHealth Savings Account
Paid life insurance
Short and longterm disability coverage
11 paid holidays per year plus vacation and sick leave
Excellent worklife 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 Values:
We believe in a peoplefirst 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 preemployment 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 or call.
THE STATE OF COLORADO IS AN EQUAL OPPORTUNITY EMPLOYER
Toll Free Applicant Technical Support
Employment Type
Full-Time
