Program Assistant I - Jail Based Restoration/Forensic Services Department

Job Title

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

Weekly Hybrid Working Arrangements

Minimum 2 days in the office and Maximum 3 days Remote Work

Job Description

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. 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, 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.
• Must ensure Federal and State compliance with record retention, privacy laws, best practices, and departmental policies.
• Identifies workflow issues, proposes solutions, and assists with execution.
• Required to translate 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.
• Required to provide 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 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.

• 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.

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:

• Preferred Experience in office and program management
• Preferred 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.

Conditions of Employment:

• 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 ALL CDHS employees (non-direct contact): 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.
• 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.

Supplemental Information

• How to apply to the State of Colorado (Youtube Video, Runtime 3:59, Closed Captions Available)
• The Assessment Process

About Us & 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.

Our Values:

• We believe in a people-first approach: We prioritize the needs, well-being, and dignity of the individuals, families and communities we serve. We commit to respect, fairness and access in every decision, policy and interaction. We engage client voices and experiences in the development and implementation of the services we provide.
• Balance creates quality of life: We want our team to be resilient through a supportive workplace that values flexibility, health and wellness, and employee engagement.
• We hold ourselves accountable: We take responsibility through our actions, programs, and results for the state of health and human services in Colorado.
• Transparency matters: We are open and honest with employees, our partners, the Coloradans we serve, and the public.
• We are ethical: We abide by what is best for those we serve by doing what is right, not what is easy.
• Collaboration helps us rise together: We work together with all partners, employees, and clients to achieve the best outcomes for Coloradans.

ADA Accommodations:

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