Court Services Administrative Supervisor - Administrator V / Forensic Services Department.

Department Information This position is open to current Colorado residents only Department Information 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. CFMH executes the States’ 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. Court Services is a statewide program with offices in Pueblo, Denver, and staff in various locales. It provides forensic evaluations for defendants involved with the criminal justice system. The evaluations are performed in various locations including jails, the Colorado Mental Health Hospitals, and in community locations; and are performed by psychologists and psychiatrists as mandated in CRS 16-8.5. This work unit manages incoming court orders from throughout the State of Colorado. Court Services works in conjunction with the Colorado Mental Health Hospital in Pueblo (CMHH), Colorado Mental Health Hospital in Fort Logan (CMHHFL) and the jail-based restoration program to monitor and address referrals for inpatient evaluation and treatment. Court Services also monitors, coordinates, and completes outpatient and jail evaluations statewide. The work unit is responsible for compliance with the 2019 Consent Decree. 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 This position will comply with the Forensic Services Department's current working arrangements. Please note: Work arrangements are subject to change at any time. This position exists to provide professional and technical support to the Director of Court Services by planning, analyzing, and collecting data for use by the Director of Forensic Services. The position is responsible for developing strategies for work processes to ensure the most effective process, to identify the internal and external information needs of the Forensic Services Division, communicate those identified needs for the purpose of management and program planning, and to formulate recommendations and action plans for resolution of issues. This position will assure all Consent Decree deadlines are met, relating specifically to the monitoring of court orders for, and the assignment of, inpatient, jail and outpatient competency and sanity or mental condition evaluations. This position provides oversight and supervision of the work of four Program Assistants and one Media Specialist, who are responsible for monitoring the progress of the inpatient, jail or outpatient competency, restoration and/or sanity or mental condition evaluations from receipt of court order through the completion of the evaluation and submission of the evaluation report to the courts. The person in this position must demonstrate abilities in complex thinking and problem solving and have clear definitive self-initiative and ability to manage and resolve conflict with others. This position is required to function independently to manage the volume of work associated with the gathering of information, monitoring and managing orders for those patients adjudicated as incompetent to proceed (ITP) and ordered into the custody of CDHS, as well as those receiving restoration treatment on an outpatient basis, and assures all Consent Decree requirements are met. The position will meet all Consent Decree and court deadlines by proactively and consistently tracking, analyzing, and communicating with various stakeholders of the department. This position implements, modifies, and utilizes office and time management skills and administrative procedures to complete time-sensitive duties related to locating, collecting and data entry of specific information into Legacy Cube and other programs. This position initiates and maintains data collection devices such as spreadsheets, tables and electronic files. This position decides the most efficient means of accomplishing duties while prioritizing workload under changing work conditions; clarifies pertinent data and establishes and manages 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. This position uses critical thinking skills to identify improvements to processes. There is a need for the Supervisor to help directly influence department or campus-wide management decisions in programmatic areas of expertise. Supervisors assess the complete range of decision-making factor measures and impact of decisions regularly made, from those dealing with the actual carrying out of decisions at higher levels, to those adapting the organization to new circumstances. When discussing impact, the impact on the organization is key. As a State of Colorado employee, outside impact on the public is almost universal and does not help distinguish the job for job evaluation purposes. The decision-making factor helps; Understand the complete range and impact decision-making has. Understand the impact the decision levels have on the organization. Recognize the different levels of decision-making and compare them with the skills at each level. Other duties include: Day-to-Day Monitoring of Consent Decree and Compliance for all Evaluations Monitors and manages orders for those patients adjudicated as incompetent to proceed (ITP) and ordered into the custody of CDHS, as well as those receiving restoration treatment on an outpatient basis, and assures all Consent Decree requirements and court deadlines are met. Monitor the receipt of court orders for patients ruled by the court as incompetent to proceed (ITP) and ordered to the custody of CDHS for restoration treatment. All court orders will be reviewed for clarity. Orders will be interpreted to understand the intent of the court; to determine if the order remands the patient to the custody of CDHS; will undergo outpatient treatment services, or whether the patient is on a bond status, etc. To perform this task, an understanding of the unique legal terminology and abbreviations must be developed and utilized. Will use all pertinent resources specific to this task such as the Judicial Branch secure web-based database, the Colorado Attorney database, Legacy Cube, etc. Reviews, analyzes, and interprets the intent of the court order, and seeks clarification from the court via phone calls, emails, and letters to the court. Uses judgment to determine if the received order fits the known facts and adheres to legislative authority. Will request the court to send a corrected order when necessary. Examples of these duties are: Track current ITP patients on the wait list and tracker Track ITP orders not received Communicate with court clerks related to clarification of orders Track due dates and write letters to court related to extensions Communicates as needed with unit staff related to ITP inpatients Keeps Director informed regarding current status Travel to court hearings, team meetings, and departmental functions as needed based on departmental needs. Duties This position is central to the Consent Decree and is responsible for compliance with the lawsuit settlement. The Supervisor will be used for the Forensic Services Division. Therefore, the Supervisor must understand legislation and statutes and be able to apply this knowledge when communicating with the courts, management, and state hospitals for timely admissions and fulfilling court orders. Examples of these duties are: Monitor and analyze status of current outpatient competency patients on wait list and tracker; provide direction to the PA II and/or Media Specialist III as needed to determine appropriate evaluator assignments Monitor the tracking of outpatient orders to assure timely receipt and processing. Communicate with court clerks related to clarification of orders Provide problem-solving and direction to PA II and/or Media Specialist III as needed to assure settlement agreement/court due dates are met related to outpatient and jail competency exams. Monitor compliance standards for in-custody evaluations Confirm individuals determined to have an Individual Special Circumstance Intervene as needed with unit staff related to timely submission of outpatient competency exams. Keeps the division informed regarding current status of outpatient and jail competency exams. May be required to attend meetings with attorney general's (AGS) to provide relevant information concerning court orders, evaluator availability, and court communications. Collaborates with the Program Directors to include gathering and compiling information for various meetings and routing of information to appropriate professional staff. Generates reports for Management. Interprets information from various agencies. Uses discretion and creativity in managing complex factors within Forensic Services administrative structure to ensure a positive, effective solution in a dynamic and sometimes vague environment. Shows the confidence, skills, training, intelligence, and etiquette to find solutions to questions posed by the psychologists, attorneys, management, and other stakeholders. Assists actively in data collection Supervision Direct influence and accountability for supervision, consultation, education, and completing staff performance plans, reviews, and evaluations. Communicates goals, objectives, and announcements/news of the department through the most effective means (e.g., staff meetings, email, individual interactions, etc.). Facilitates staff development such as mentoring and coaching of direct reports and reinforces education and training by setting regularly scheduled supervision for individual and/or group supervision and case consultation. Reviews productivity numbers with employees, sets expectations and administers performance improvement plans as needed. Trains employees on changes in process and procedure. Responsible for assisting in collecting data to comply with the consent decree and to other stakeholder requests concerning competency and restoration clients under FSDV supervision. Assigns tasks, monitors progress and workflow, checks the work product, develops work schedules, and establishes work standards. Provides input into supervisory decisions made at higher levels, including signing leave requests and approving work hours. Authorizes leave requests for personal and sick leave. Assures compliance with competency requirements. Checks for timely and correct completion of records and timekeeping responsibilities. Resolves personnel issues and problems in accordance with Personnel Rules and Regulations. Assesses and maintains staff competency. Monitors productivity and efficiency. Issues informal forms of progressive discipline such as a Performance Improvement Plan with consultation of the supervisor. Coaching and mentoring of assigned staff. Ensures staff training is up to date and determines if staff need additional training. Other Duties As Assigned This position may be called upon to perform tasks or undertake special assignments or projects deemed necessary by CFMH, but not specifically referenced in the above duties. Experience Only Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights Eight (8) 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 eight (8) years Preferred Qualifications Prior supervisory experience Experience working/communicating with the courts Experience reviewing court orders Experience working with individuals involved in the criminal justice system Experience with Google Suite, to include Excel and Word Experience working with courts and attorneys Previous supervisory experience Strong written and verbal communication skills Familiarity with KRONOS Strong organizational skills Previous State Experience Conditions Of Employment Travel to court hearings, team meetings, and departmental functions as needed based on departmental needs. This position has employees in both Pueblo and Denver. 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) 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 #J-18808-Ljbffr State of Colorado