Administrative Assistant III - Forensics services Department

State of Colorado•Denver, CO

3d•Hybrid

About The Position

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 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. 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 department's needs. 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.

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
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
Full Background Check: 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.

Nice To Haves

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
Relevant years of state service experience.

Responsibilities

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.
Processes 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.
Pays various invoices, including FedEx, and processing invoices from contract evaluators.
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.
Forwards received records to the requesting evaluator and uploads them into Outside Information in the BEHR system.
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.
Maintains a contact spreadsheet with the most accurate contact information for jail and medical records.
Tracks 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.
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.

Benefits

Strong, secure, yet flexible retirement benefits including a 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
Some positions may qualify for the Public Service Loan Forgiveness Program.