Administrative Assistant III Forensics services Department
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Job Location:
Denver, CO - USA
Yearly Salary:
$ 50856 - 71196
Posted on:
19 hours ago
Vacancies:
1 Vacancy
Job Summary
Department Information
This position is open to current Colorado residents only Located within the Colorado Department of Human Services (CDHS) 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 for the public behavioral health system. OCFMH funds supports and monitors numerous mental health and substance abuse community programs and providers and reviews and designated the States 27 -65 providers. OCFMH also operates the Colorado Mental Health Institutes at Fort Logan and Pueblo and the Forensic Services decision. 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 Court Services Department employs forensically practicing psychologists to provide evaluative services statewide with staff in Pueblo Denver and other locations. Evaluators complete all court ordered forensic evaluations for defendants in criminal cases as so ordered by the court. These evaluations are performed in the jail in the community at CMHHIP or at CMHHIFL and are performed by psychologists and psychiatrists as mandated in the Colorado Statute 16-8.5.
In addition to forensically trained psychologists the Court Services Department also employs a number of administrative staff that support and streamline the teams daily functions. This position resides within the Office Management Team which is responsible for performing general office duties personnel and timekeeping matters and the requesting and tracking of additional resources and inactive cases. While this position works primarily out of one of our main offices as an administrative support position the teams this position supports work within various settings including community agencies jails courts and hospitals. The locations can include locked units and secure facilities and our clients may at times be unpredictable due to their mental health needs. Our team must make critical decisions in dynamic fast-paced environments to ensure a high level of accountability in patient care. Our staff are required to maintain updated skills knowledge abilities and competencies necessary to the position through continuing education clinical supervision literature review and discipline and team development. This position may be required to travel throughout Colorado to meet the departments needs.
While this position is primarily out of one of our main office the teams this position supports work within various settings including community agencies jails courts and hospitals. The locations can include locked units and secure facilities and our clients may at times be unpredictable due to their mental health needs. Our team is required to make critical decisions in dynamic and fast-paced environments in order to ensure a high level of accountability for patient care. Our staff are required to maintain updated skills knowledge abilities and competencies necessary to the position through continuing education clinical supervision literature review and discipline and team development. This position may be required to travel throughout Colorado to meet the departments needs.Description of Job
Weekly Hybrid Working Arrangements
Minimum 2 days In Office and Maximum 3 days Remote Work
This position will comply with theForensics Services Departmentscurrent
working arrangements.
Please note: Work arrangements are subject to change at any time
The Office Management Team (OMT) provides general administrative support to Court Services and other FSDV teams. Court Services is also responsible for the 2019 Consent Decree which has specific time-frame mandates. This position has specific responsibilities for tracking assigned evaluations related to this settlement agreement as well as other assigned evaluations. This position is required to work within a team structure to manage a high volume of work produced by clinical professionals adhering to all addition to general office duties such as ordering office equipment processing invoices and processing reimbursement requests this position is also responsible for requesting and managing collateral materials acquired during the course of a court-ordered evaluation as well as assisting with onboarding and offboarding employees.
This position works in conjunction with the office manager to implement modify and utilize office management skills and administrative procedures to complete administrative duties as assigned. To that end this position works with the team to decide the most efficient means of accomplishing duties while prioritizing workload under changing work conditions. This position also uses critical thinking skills to clarify pertinent data with administrative and clinical professionals to correct factual errors detected in documents or other transactions. The position establishes and manages office tracking systems to include personal work files and the hospital databases established to store and track case information involving circulation and retrieval production access and proper handling and disposal of data and protected health information. Other duties include:General Office Duties: 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; orders 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 directs calls for the work unit. Schedules department meetings and may assist evaluators by setting up scheduling for difficult-to-contact bond evaluations. The Office Management Team (OMT) is responsible for processing travel requests travel reimbursements and incentive evaluation requests and is knowledgeable about the rules and regulations for travel and travel reimbursement. Reconciles reports mailed to the court and ensures records are uploaded to BEHR for unit purposes. The OMT unit is responsible for paying various invoices including FedEx and processing invoices from contract evaluators. The OMT generates and emails ITP tracker reports in compliance with current operational policy and procedure.
Record Requests and Management: 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. The OMT unit retrieves and scans/copies any hardcopy medical documentation available from the CMHHIP Medical Records department and ensures the scans are uploaded to Outside Information for future reference. Additionally the OMT unit maintains a contact spreadsheet with the most accurate contact information for jail and medical records. The OMT unit is responsible for tracking the inactive case load consisting of WAITAD and WAITCT legal statuses and defendants with outstanding warrants who are not available for evaluation. Responsible for the weekly dissemination of assignment trackers to evaluators.
Personnel Documentation and Compliance: Prepares and updates employment records for new and vacant positions and current employees in relation to submitting personnel action forms (PAFs) through E-Clearance at the request of the Court Services Director. Facilitates scheduling and arrangements necessary for the departments hiring process and assists with NEOGov. This position explains human resources policies procedures and standards to existing employees. Maintains and oversees new-employee onboarding ensuring 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. Maintains a high level of discretion and confidentiality with all matters related to personnel action forms and human resources requests. Must understand the E-Clearance process to be sure the correct forms are completed and submitted to prevent delays in hiring. Maintains all personnel action forms for Court Services new employees and existing employees.
Timekeeping: Responsible for the management and maintenance of 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.
Other Duties As Assigned: May be asked to perform tasks or undertake special assignments or projects as OCFMH deems necessary but not specifically referenced in the above duties.
Minimum Qualifications Substitutions Conditions of Employment & Appeal Rights
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 an occupation related to the work assigned equal to three (3) years
Preferred Qualifications:
Providing administrative and/or support services to management
Working with platforms such as Excel Google Suite and Adobe Acrobat
Experience organizing maintaining and tracking data
Written communication skills
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 Excel skills
Experience working with patient or criminal confidential information
Conditions of Employment:
- 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
- Travel: as part of the department in Pueblo and in Denver must travel for outreach and education.
- Eligible for shift work
- Full Background CDHS employees (all Direct contact with vulnerable persons):
CBI name check and fingerprint check ICON Colorado court database Medicare fraud database Reference Checks Professional License verification (licensure requirements) Drug Screen PREA (Division of Youth Services) Trails check (direct contact with children) CAPS (direct contact with adults Mental Health Institutes Regional Centers Veterans Community Living Centers). 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.
Comparative Analysis Process Structured Application ReviewAfter minimum qualification screening the comparative analysis process will involvereviewingand rating of all the information you comparative analysis step may also include your results from standardized testing.
Your Work Experience/Job DutiesDocument your work experience/job duties to the extent to which you possess the skills education experience minimum qualifications and preferred qualifications.
If listed answer all supplemental questions as your answers to these questions will be evaluated during this phase. Provide at least 4-8 sentences for each supplemental question.
Supplemental QuestionsAnswer the supplemental questions completely and thoughtfully. We will rate your answers based on the content of your responses and your writing skills (spelling grammar and clarity).
Appeal RightsYou 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 formhere.
You must be deliver the official appeal form to the State Personnel Board:
By email () 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 departments action.
Contact the State Personnel Board for assistance:
At or
Refer to the Colorado Code of Regulations (CCR) 801-1 State Personnel Board Rules and Personnel Directors Administrative Procedures Chapter 8 Resolution of Appeals and Disputes within theRuleswebpage.
Supplemental Information
About Us & BenefitsIf 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
Employer supplementedHealth Savings Account
11 paid holidays per year plus vacation and sick leave
State of ColoradoEmployee BenefitHub Resource Center
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.
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 to.
EEO StatementThe State of Colorado is an equal opportunity employer
We are committed to increasing aColorado for ALLof 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.
Additional Support For Your ApplicationToll 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 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.
Required Experience:
Junior IC
