Administrative Assistant III - Forensics services Department

Administrative Support Specialist

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 designates the State's 27 -65 providers. OCFMH also operates the Colorado Mental Health Institutes at Fort Logan and Pueblo and the Forensic Services decision. OCFMH executes the State's 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 team's daily functions.

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 deadlines. In 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:

• Submits requests to E-Clearance in a timely manner and ensures all documentation is provided.
• Orders the work unit's 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.
• 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.
• Prepares and updates employment records for new and vacant positions and current employees in relation to submitting personnel action forms (PAF's) through E-Clearance at the request of the Court Services Director.
• Facilitates scheduling and arrangements necessary for the department's 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 (PAF's) 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.
• 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.
• May be asked to perform tasks or undertake special assignments or projects as OCFMH deems necessary, but not specifically referenced in the above duties.