Program Assistant I - Jail Based Restoration/Forensic Services Department

State of Colorado•Denver, CO

4d•Hybrid

About The Position

This position is located within the Colorado Department of Human Services, Civil and Forensic Mental Health (CFMH) which 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, the Mental Health Transitional Living Homes, and the Forensic Services Division. CFMH executes the State’s federal responsibilities as the State Mental Health Authority and the State Substance Abuse Authority to administer federal block grant funds for mental health and substance abuse. 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. 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 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 require traveling throughout Colorado to meet the needs of the department. The JBR Program exists to serve as the only program to provide jail-based competency restoration services for individuals found incompetent to proceed by the courts and ordered to undergo restoration treatment for the State of Colorado. In addition, the JBR department provides oversight to contracted private hospital programs. The program additionally provides treatment to those individuals ordered by the courts to undergo an initial evaluation of competency and mental condition/sanity evaluations. The JBR Program serves as the State expert on restoration and competency in a jail-based setting and collaborates with numerous other entities and governmental agencies to ensure best practices in admissions across the State, best practices in competency restoration treatment, and continuity of care and follow up care for individuals discharging from the program. The JBR program oversees all contracts associated with these programs, coordinates admissions, conducts program audits, establishes best practices, and engages in site visits. This position assists the Director of Jail-Based Restoration in the coordination and management of various departmental and programmatic responsibilities. With the guidance of the Director, this position collaborates to design, implement, and modify office and administrative operations to ensure effective and efficient processes are in place; assists in the development and maintenance of databases and forms utilizing various computer programs (i.e., Windows Office programs to include Excel, Access, Publisher, and PowerPoint). This position performs administrative and technical support and interprets principles, rules, regulations, and policies. This position will provide support and oversight to department processes. Engages in daily tracking of various factors related to the program (e.g., court dates, referral table, case dispositions, patient length of stay, reasons for discharge, etc.), extrapolates from that data, and generates reports. Assists with reporting to OCFMH and CDHS management about the program's performance and compliance with policies and procedures. Assists in analyzing that data, suggests areas for growth, and collaborates with the Director and Clinical Director to problem-solve to increase program efficiency. Provides support to the JBR Director and Quality Assurance Team in the development of department policy and procedure. Assist in creating and developing office management, organization, and procedures to determine priorities and develop workload procedures to meet deadlines. Provides support to the JBR Director and the Quality Assurance Team in the development of departmental policies and procedures. Assists in creating and developing office management, organization, and procedures to determine priorities and develop workload procedures to meet deadlines.

Requirements

Four (4) 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 four (4) years.
Travel: in-State travel between CMHHIP, CMHHFL, and various detention facilities/hospitals.
2-step TB (tuberculosis) screening is required, annual influenza vaccination, and other vaccinations as required by the State of Colorado.
Standard Background Check: CBI name check, ICON Colorado court database, Medicare fraud database, Reference checks, Professional License verification (licensure requirements), and drug screen (commercial Driver’s license).
Former State employees who were disciplinarily terminated or resigned in lieu of termination must disclose that information on the application and 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

Experience in office and program management.
Degree in Business Administration, Public Administration, Healthcare Administration, Human Services, Organizational Leadership, Management, Communications, or a closely related field.
Experience working in a healthcare, behavioral health, human services, criminal justice, or government environment.
Experience with program coordination, executive support, office management, and project tracking.
Experience collecting, analyzing, and reporting program data.
Experience with UKG, HRIS, or similar workforce management systems.
Experience with budget tracking, purchasing, contracts, and procurement processes.
Knowledge of HIPAA, records management, and confidentiality requirements.
Previous State experience.
Advanced proficiency with Microsoft Excel and other Microsoft Office applications.

Responsibilities

Assists the Director of Jail-Based Restoration in the coordination and management of various departmental and programmatic responsibilities.
Collaborates to design, implement, and modify office and administrative operations to ensure effective and efficient processes are in place.
Assists in the development and maintenance of databases and forms utilizing various computer programs (i.e., Windows Office programs to include Excel, Access, Publisher, and PowerPoint).
Performs administrative and technical support and interprets principles, rules, regulations, and policies.
Provides support and oversight to department processes.
Coordinates 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.
Collaborates 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, including contracts.
Assists the director in compiling the necessary documents for various staff, client, and court-related submissions.
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.
Ensures Federal and State compliance with record retention, privacy laws, best practices, and departmental policies.
Identifies workflow issues, proposes solutions, and assists with execution.
Translates project concepts into concrete operations in order to support the JBR and FSDV mission and goals.
Creates and manages work plans, deadlines, and tracking systems and ensures all JBR deadlines are on track and met.
Attends appropriate training and meetings to increase and maintain job knowledge and inform JBR practices.
Provides technical assistance on departmental processes and protocols and assist with the development of presentations and materials.
Engages in daily tracking of various factors related to the program (e.g., court dates, referral table, case dispositions, patient length of stay, reasons for discharge, etc.), extrapolates from that data, and generates reports.
Assists with reporting to OCFMH and CDHS management about the program's performance and compliance with policies and procedures.
Assists in analyzing data, suggests areas for growth, and collaborates with the Director and Clinical Director to problem-solve to increase program efficiency.
Provides support to the JBR Director and Quality Assurance Team in the development of department policy and procedure.
Assists in creating and developing office management, organization, and procedures to determine priorities and develop workload procedures to meet deadlines.
Performs tasks or undertakes special assignments or projects deemed necessary by CFMH but not specifically referenced in the above duties.

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
Some positions may qualify for the Public Service Loan Forgiveness Program