Program Assistant I - Forensics Services Department

Administrative Assistant

This position is open to current Colorado residents only. Located within the Colorado Department of Human Services, Civil and Forensic Mental Health (CFMH) is responsible for policy development, service provision and coordination, program monitoring and evaluation, and administrative oversight for the public behavioral health system. CFMH funds, supports and monitors numerous mental health and substance abuse community programs and providers. CFMH also operates the Colorado Mental Health Hospitals at Fort Logan and Pueblo and the Forensic Services Division.This work unit exists to carry out the statutory obligations of the Department of Human Services to supervise compliance with court-ordered conditions for individuals who have been adjudicated Not Guilty by Reason of Insanity (NGRI) and who are subsequently released by the courts from their commitment to CDHS (Conditional Release) and at times when they are granted extended leave from the hospital into the community (Temporary Physical Removal/Community Placement). Additionally, the work unit provides oversight care coordination, and in select cases treatment interventions, for individuals who have been found NGRI who remain committed to the custody of CDHS, but who have been released by the courts to reside in the community.

Our teams 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 needs of the department.

Description of Job

Weekly hybrid working arrangements

Minimum 2 days in-office and maximum 3 days remote work

Location can be Pueblo or Denver

This position will comply with the Forensics Services Department's current working arrangements.

Please note: Work arrangements are subject to change at any time.

Under the guidance and supervision of the Director, this position provides administrative and technical support and assists the department director and other professional staff with applying knowledge of basic principles, rules, regulations, policies, precedents, and other guidelines specific to the program in order to resolve problems, answer questions, and advise on technical issues. It provides solutions by developing and implementing work processes for projects that are complicated and politically sensitive. This may include assistance and oversight of unit processes, protocols, travel, personnel action forms and related processes, correspondence, purchasing, budgets, invoicing, and office management. In addition, this position directly contributes to tracking and reporting data in partnership with the director. Lastly, this position may act as a liaison with internal and external stakeholders on behalf of the work unit.

Other duties include:

• Provides support to the director, other department supervisors, and staff as requested or in conjunction with office management duties. This includes coordinating department meetings, agendas, and minutes, and managing various schedules.
• Serves as a point of contact for stakeholders and provides strong customer service on behalf of the unit.
• Reviews, files and/or monitors confidential information and will compose correspondence for the Program Director's signature.
• Responsible for collaborating with the Human Resources Department in all position descriptions, job postings, hiring, interviewing, and termination processes, including the use of the Personnel Action Form (PAF) system.
• Oversees and ensures accuracy within the department's timekeeping reporting and use of the UKG system.
• Responsible for tracking and submissions for staff related travel requests and reimbursement.
• Oversees all inventory, technology, and related ordering and purchasing through purchase agreements and use of the P-card, as well as associated invoicing, billing, and receiving reports.
• Assists in the oversight and use of the department's budget in collaboration with the director to include contracts.
• Assists the director in compiling the necessary documents for various staff, client, and court related submissions.
• Coordinate between the Director and Legal Assistant to ensure information requests are met timely, accurate documents are provided, and supports their communication with the court. This may include coordination and compiling of documents pertaining to client travel requests for court, annual reports, and other such documents for the Director and/or Legal Assistant to submit.
• Implements and maintains detailed and accurate electronic tracking systems to ensure receipt and accountability of all incoming/outgoing correspondence and/or requests, ensuring timely and accurate responses and completion and maintenance of key documents. In doing so, this position must ensure Federal and State compliance with record retention, privacy laws, best practices, and departmental policies. This position identifies workflow issues, proposes solutions, and assists with execution.
• Required to translate project concepts into concrete operations in order to support the FCBS and FSDV mission and goals.
• Creates and manages work plans, deadlines, and tracking systems, and ensures all FCBS deadlines are on track and met.
• Attends appropriate training and meetings to increase and maintain job knowledge and inform FCBS practices. The PA is required to provide technical assistance on departmental processes and protocols and assist with the development of presentations and materials.

Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights

Experience Only:

Four (4) 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 four (4) years

Preferred Qualifications:

• Prior work as an administrative/executive assistant
• Minimum of 2 years of work experience post-graduation, not including retail/food service/hospitality unless purely administrative role.
• Bachelor's degree in a relevant field
• Work in a medical or legal setting with familiarity with HIPAA and relevant terminology.
• Would also prefer experience with data tracking/collection and billing practices.
• Previous State Experience

Conditions of Employment:

• 2-Step TB (tuberculosis) screening is required, Annual Influenza vaccination, and other vaccinations as required by the State of Colorado.
• 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)
• Travel – Explain: May travel to various locations statewide for program needs. FCBS team is staffed in both Pueblo and Denver.
• 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.

CDHS Selection Process Explanation

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.

Minimum Qualification Screening Process

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 qualifications in 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 Review After minimum qualification screening, the comparative analysis process will involve reviewing and rating of all the information you submit. The comparative analysis step may also include your results from standardized testing.

Your Work Experience/Job Duties

Document 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