Administrative Assistant III - Forensic Services Department

State of Colorado•Denver, CO

1d•Hybrid

About The Position

This position exists to provide administrative support and monitoring for individuals court-ordered for inpatient competency evaluations or competency restoration treatment and designated for transfer to a jail-based restoration program or private hospital. The role requires functioning independently to manage the volume of work associated with gathering and filing patient records in preparation for review by CFMH Director for Jail Based Restoration, Health Professional VI, Health Professional IV, and Health Professional III positions. The position implements, modifies, and utilizes office management skills and administrative procedures to complete time-sensitive duties related to locating, collecting, and filing specific records of patient referrals to one of the department’s jail-based restoration programs or private hospital partnerships. This position inputs data into data collection devices such as spreadsheets, databases, and electronic files. The role involves deciding the most efficient means of accomplishing duties while prioritizing workload under changing work conditions, clarifying pertinent data, and managing 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.

Requirements

Three (3) years of relevant experience in an occupation related to the work assigned to this position OR A combination of related education and/or relevant experience in an occupation related to the work assigned equal to three (3) years.
Hybrid Schedule, 2x days in office plus as needed
TB testing, annual influenza, and other vaccines as required by the State of Colorado
Eligible for shift work
CBI name check, ICON Colorado court database, Medicare fraud database, Reference checks, Professional License verification (licensure requirements), and drug screen (commercial Driver’s license)
Disclosure of any disciplinary termination or resignation in lieu of termination from prior State employment and explanation.
Must complete the official State of Colorado online application.
Document work experience and qualifications in the application form; do not use "see resume" or "see attached."
Part-time work experience will be prorated.

Nice To Haves

Proficient in Microsoft Office and Google Suite.
Experience with administrative responsibilities.
Business Administration, Public Administration, Healthcare Administration, Human Services, Communications, or a closely related field.
Experience working in a healthcare, behavioral health, human services, criminal justice, or government environment.
Experience collecting, analyzing, and reporting program data.
Knowledge of HIPAA, records management, and confidentiality requirements.
Advanced proficiency with Microsoft Excel and other Microsoft Office applications.
Previous State Experience.

Responsibilities

Engages 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.
Initiates the creation of a referral folder for all identified candidates and ensures it is complete, including timely collection of all pertinent documentation.
Accesses various programs such as the Anticipate or Legacy Database, or Google Drive (e.g., Ancillary Web and Anticipate BEHR), patient records on the patient unit and archived in the medical records department, jail records from the admissions department, and other sources.
Tracks and updates existing folders in a timely manner when a referral is under re-review to ensure the most current information is included in the file.
Transfers electronic and paper information to and from the program at the request of the Jail Based Restoration Program Assistant, Health Professionals, or Directors.
Assists the Jail Based Restoration Program Assistant, Health Professionals, and Directors in collecting, disseminating, and tracking information pertinent to Release of Information (ROI) requests.
Tracks and maintains information regarding the movement of patients within the jail-based and hospital-purchased programs and transfers to/from CMHHIP or other various locations.
Collaborates with the Jail-Based Restoration Program Assistant, Health Professionals, and Directors to determine the best method to organize the Jail-Based Restoration-specific information and documents.
Inputs data specific to the Jail-Based Restoration program referrals, admissions, and discharges in a database/spreadsheet.
Tracks movement within the department's programs for all patients, including movement to/from CMHHIP, to and from court, and to and from their location of origin.
Collaborates with other support staff for Jail Based Restoration to ensure accuracy of the databases/spreadsheets with new referrals.
Communicates with staff from various internal and external stakeholders to ensure the smooth coordination of records collection.
Attends meetings as needed regarding the jail-based restoration program.
Problem solves as necessary to achieve goals and meet deadlines for record collection, reporting, and disseminating.
Communicates pertinent information in a timely and accurate manner to other Jail-Based Restoration staff and is the primary manager of the Jail-Based Restoration email account.
Communicates with the Director of Jail-Based Restoration in a timely manner on a consistent basis.
Performs tasks or undertakes special assignments or projects deemed necessary by CFMH.

Benefits

PERA Defined Benefit Plan or PERA Defined Contribution Plan plus 401(k) and 457 plans
Medical and dental health plans
Employer supplemented Health Savings Account
Paid life insurance
Short- and long-term disability coverage
11 paid holidays per year plus vacation and sick leave
State of Colorado Employee BenefitHub Resource Center
Employee Wellness program
Excellent work-life programs, such as flexible schedules, training and more
Remote work arrangements for eligible positions
Public Service Loan Forgiveness Program