Program Assistant I - Forensics Services Department

Eligibility This position is open to current Colorado residents only. Department Overview 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. This work unit exists to supervise compliance with court-ordered conditions for individuals who have been adjudicated Not Guilty by Reason of Insanity (NGRI) and who are subsequently released by the courts from their commitment to CDHS (Conditional Release) and at times when they are granted extended leave from the hospital into the community (Temporary Physical Removal/Community Placement). Additionally, the work unit provides oversight care coordination, and in select cases treatment interventions, for individuals who have been found NGRI who remain committed to the custody of CDHS, but who have been released by the courts to reside in the community. 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. Work Arrangements Weekly Hybrid Working Arrangements : Minimum 2 days in‑office and maximum 3 days remote work. Work arrangements are subject to change at any time. Location can be Pueblo or Denver. Role Summary Under the guidance and supervision of the Director, this position provides administrative and technical support and assists the department director and other professional staff with applying knowledge of basic principles, rules, regulations, policies, precedents, and other guidelines specific to the program in order to resolve problems, answer questions, and advise on technical issues. It provides solutions by developing and implementing work processes for projects that are complicated and politically sensitive. The role includes assistance and oversight of unit processes, protocols, travel, personnel action forms and related processes, correspondence, purchasing, budgets, invoicing, and office management. The position also contributes to tracking and reporting data in partnership with the director and may act as a liaison with internal and external stakeholders on behalf of the work unit. Responsibilities Program and Office Management 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 to include contracts. Assists the director in compiling the necessary documents for various staff, client, and court related submissions. Coordinate between the Director and Legal Assistant to ensure information requests are met timely, accurate documents are provided, and supports their communication with the court. This may include coordination and compiling of documents pertaining to client travel requests for court, annual reports, and other such documents for the Director and/or Legal Assistant to submit. 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. In doing so, this position must ensure Federal and State compliance with record retention, privacy laws, best practices, and departmental policies. This position identifies workflow issues, proposes solutions, and assists with execution. Required to translate project concepts into concrete operations in order to support the FCBS and FSDV mission and goals. Creates and manages work plans, deadlines, and tracking systems, and ensures all FCBS deadlines are on track and met. Attends appropriate training and meetings to increase and maintain job knowledge and inform FCBS practices. The PA is required to provide technical assistance on departmental processes and protocols and assist with the development of presentations and materials. Project Management Under the guidance of the Director, the PA for FCBS assists in the execution of special projects at the request of FSDV leadership and in response to team and/or departmental needs. These projects may include research and reports as well as communication, critical thinking, and independent decision making. This often involves use of multiple platforms and interpretation and presentation of data. May assist in any associated external communication regarding such projects, as well as potential training. Data Management Under the guidance of the Director and within established systems, the PA is responsible for ensuring accurate data tracking across numerous departmental variables, including but not limited to client‑specific information trackers, evaluations, and program outcomes. Responsible for entering key data that is provided by the program staff, identifying when data is missing, obtaining missing data, identifying efficiencies in these systems, and reporting out to leadership. Works with the Director to implement changes and address problem areas. Evaluation Assignments Under the guidance of the Director and Conditional Release coordinators, the PA is responsible for ensuring all client evaluations are assigned and completed timely. This includes tracking all clients in need of evaluations, communicating with stakeholders to proactively assign, working within the bounds of contract parameters, and tracking all use of such contracts in partnership with the Court Services Department. Ensures all reports are received and logged prior to any payment and tracks all invoices in accordance with fiscal rules. Other Duties As Assigned 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 Four (4) years of relevant experience in an occupation related to the work assigned to this position. 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 Prior work as an administrative/executive assistant. Minimum of 2 years of work experience post‑graduation, not including retail/food service/hospitality unless purely administrative role. Bachelor's degree in a relevant field. Work in a medical or legal setting with familiarity with HIPAA and relevant terminology. Would also prefer experience with data tracking/collection and billing practices. Previous State Experience. Conditions of Employment 2‑Step TB 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, veteran community living centers). Travel – May travel to various locations statewide for program needs. FCBS team is staffed in both Pueblo and Denver. 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. 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. ADA Accommodations CDHS is committed to a Colorado for ALL qualified individuals. As part of this commitment, our agency will assist individuals who have a disability with any reasonable accommodation requests related to employment. This includes completing the application process, interviewing, completing any pre‑employment testing, participating in the employee selection process, and/or performing essential job functions where the requested accommodation does not impose an undue hardship. If you have a disability and require reasonable accommodation to ensure you have a positive experience applying or interviewing for this position, please direct your inquiries to View email address on click.appcast.io. EEO Statement The State of Colorado is an equal opportunity employer. We are committed to increasing a “Colorado for ALL” of our staff and providing culturally responsive programs and services. Therefore, we encourage responses from people of all backgrounds and abilities. The State of Colorado believes that a “Colorado for ALL” drives our success, and we encourage candidates from all identities, backgrounds, and abilities to apply. The State of Colorado is an equal opportunity employer committed to building inclusive, innovative work environments with employees who reflect our communities and enthusiastically serve them. Therefore, in all aspects of the employment process, we provide employment opportunities to all qualified applicants without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity or expression, pregnancy, medical condition related to pregnancy, creed, ancestry, national origin, marital status, genetic information, or military status (with preference given to military veterans), or any other protected status in accordance with applicable law. #J-18808-Ljbffr