Administrative Assistant III/Office Management Team - Forensics Court Services

• Submits requests to E-Clearance in a timely manner and ensures all documentation is provided
• Orders the work units phones mobile phones computers and other equipment; ordering of new furniture and assists with office moves
• Coordinates copier services billing and contracts as well as any other outside services/contracts necessary for the functioning of Court Services
• Answers phones and direct calls for the work unit
• Schedules department meetings and assist evaluators by setting up scheduling difficult to contact bond cases for appointments for evaluations manages the program managers calendar and fields and schedules requests for meetings
• Responsible for processing travel requests travel reimbursements and is knowledgeable about the rules and regulations for travel and travel reimbursement
• Reconciles reports mailed to the court and ensure records are uploaded to BEHR for unit purposes
• Audits court orders for accurate entry into the Legacy Cube database daily in an effort to ensure court orders issued by the court are received and processed correctly
• Responsible for the payment of various invoices including but not limited to Fed Ex and processing invoices from contract evaluators
• Generates and email ITP tracker reports in compliance with current operational policy and procedure
  

• Prepares and updates employment records for new current and vacant positions

• Submitting personnel action forms (PAFs) through E-Clearance at the request of the Court Services Director or the Court Services Clinical Director

• Facilitates scheduling and arrangements necessary for the hiring process for the department and assists in NEOGov

• Explains human resources policies procedures and standards to existing employees

• Maintains and oversees onboarding for new employees and ensures all new hire paperwork is completed and processed

• Responsible for submitting personnel action forms (PAFs) and ensuring proper approval

• Assists with annual paperwork required for all personnel files

• Works closely with Human Resources personnel to ensure and maintain proper procedures and paperwork for Court Services

Timekeeping:

• Responsible for the management and maintaining records for timekeeping for assigned employees in the work unit. Must manage timekeeping for assigned staff and communicate with supervisors regarding any time sensitive timekeeping issues related to supervisors direct reports.

Information Request/ Tracking:

• Requests jail and medical records upon request from staff and contract evaluators. Once received these records are forwarded to the requesting evaluator and uploaded into Outside Information in the BEHR system

• Retrieves and scan/copy any hardcopy medical documentation available from the CMHH Medical Records department and ensures the scans are uploaded to Outside Information for future reference

• Maintains a contact spreadsheet with the most accurate contact information for jail and medical records.

Other Duties as Assigned:

• May be called upon to perform tasks or undertake special assignments or projects deemed necessary by OCFMH but not specifically referenced in the above duties

• Knowledge of Google applications

• Expenditure tracking

• Strong writing and note-taking skills

• Knowledge of budgets purchasing and invoices

• Invoice processing and support

• Working with multiple stakeholders in various remote locations

• Compiling entering and reporting data

• Strong writing and note-taking skills

• Strong Excel skills

• Experience working with patient or criminal confidential information

• Experience working with confidential information

• Experience working in office setting providing clerical support

• Standard Background. CDHS employees (all Direct contact with vulnerable persons):
  CBI name check and fingerprint check ICON Colorado court database Medicare fraud database Reference Checks Trails check CAPS
• Due to the juvenile population served at this facility incumbents of this position must be at least 21 years of age
• TB testing annual influenza and other vaccines as required by the State of Colorado.
• Former State employees who were disciplinarily terminated or resigned in lieu of termination must:

  • Disclose that information on the application.

  • Provide an explanation why the prior termination or resignation should not disqualify the applicant from the current position.

  • 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 ; contact the State Personnel Board for assistance at ; or refer to 4 Colorado Code of Regulations (CCR) 801-1 State Personnel Board Rules and Personnel Directors Administrative Procedures Chapter 8 Resolution of Appeals and Disputes Rules.

About Us:

*Some positions may qualify for the Public Service Loan Forgiveness Program. For more

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 ADAAA Coordinator Nancy Schmelzer at or call 1-.

THE STATE OF COLORADO IS AN EQUAL OPPORTUNITY EMPLOYER