Administrative Assistant III - Forensic Services Department

Administrative Support Specialist

This position exists to provide administrative support and monitoring for those individuals court ordered for inpatient competency evaluations or competency restoration treatment and designated for transfer to a jail based restoration program or private hospital. This position is required to function independently to manage the volume of work associated with the gathering and filing of patient records in preparation for review by the CFMH Director for Jail Based Restoration, Health Professional VI, Health Professional IV, and Health Professional III positions for Jail Based Restoration.

This position implements, modifies and utilizes office management skills and administrative procedures to complete time sensitive duties related to locating, collecting, and filing of specific records of patient referrals to one of the department's jail based restoration programs or private hospital partnerships. This position inputs data into data collection devices such as spreadsheets, databases, and electronic files. This position decides the most efficient means of accomplishing these duties while prioritizing workload under changing work conditions, clarifies pertinent data, 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 and other duties as assigned.

Other duties include:

• Engages in daily review of various reports such as the ITP report and Referral list (Comp and ITP) in the Anticipate program and the Jail Based Program referral spreadsheet found on the LAN for potential Jail Based Restoration referrals.
• Initiates the creation of a referral folder for all identified candidates and ensures it is complete. This will include timely collection of all pertinent documentation for the referral folder, accessing various programs such as the Anticipate or Legacy Database, or Google Drive, (e.g., Ancillary Web and Anticipate BEHR), patient records located on the patient unit and archived in the medical records department, jail records from the admissions department, and other sources.
• Responsible for tracking and updating existing folders in a timely manner when a referral is under re-review to ensure the most current information is included in the file. Transferring electronic and paper information to and from the program at the request of the Jail Based Restoration Program Assistant, Health Professionals, or Directors is a regular responsibility of this position. In addition, this position will assist the Jail Based Restoration Program Assistant, Health Professionals, and Directors in collecting, disseminating, and tracking information pertinent to Release of Information (ROI) requests.
• Tracks and maintains information regarding the movement of patients within the jail-based and hospital-purchased programs and transfers to/from CMHHIP or other various locations.

Data Collection:

• Collaborates with the Jail-Based Restoration Program Assistant, Health Professionals, and Directors to determine the best method to organize the Jail-Based Restoration-specific information and documents.
• Inputs data specific to the Jail-Based Restoration program referrals, admissions, and discharges in a database/spreadsheet.
• Data collection includes tracking of movement within the department's programs for all patients, including movement to/from CMHHIP, to and from court, and to and from their location of origin.
• Collaborates with other support staff for Jail Based Restoration to ensure accuracy of the databases/spreadsheets with new referrals.

Communication Coordination:

• Communicates with staff from various internal and external stakeholders to ensure the smooth coordination of records collection.
• Attends meetings as needed regarding the jail-based restoration program.
• Problem solves as necessary to achieve goals and meet deadlines for record collection, reporting, and disseminating.
• Communicates pertinent information in a timely and accurate manner to other Jail-Based Restoration staff and is the primary manager of the Jail-Based Restoration email account.
• Requires timely communication and strong interpersonal communication skills to other Jail-Based Restoration staff, outside stakeholders, and other entities.
• Interacts with other support staff, front desk staff, vendors, and stakeholders, which requires critical thinking skills and interpersonal communication to answer questions appropriately and to maintain HIPAA standards and confidentiality of the patients.
• Communicate with the Director of Jail-Based Restoration in a timely manner on a consistent basis.

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.

Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights:

Experience Only:

• 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

Preferred Qualifications:

• Proficient in Microsoft Office and Google Suite.
• Experience with administrative responsibilities.
• Education: Business Administration, Public Administration, Healthcare Administration, Human Services, Communications, or a closely related field.
• Experience working in a healthcare, behavioral health, human services, criminal justice, or government environment.
• Experience collecting, analyzing, and reporting program data.
• Knowledge of HIPAA, records management, and confidentiality requirements.
• Advanced proficiency with Microsoft Excel and other Microsoft Office applications.
• Previous State Experience.

Conditions of Employment:

• Hybrid Schedule, 2x days in office plus as needed
• TB testing, annual influenza, and other vaccines as required by the State of Colorado
• Eligible for shift work
• 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.

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 "see resume" or "see attached."

Comparative Analysis Process Structured Application Review:

• After minimum qualification screening, the comparative analysis process will involve reviewing and rating of all the information you submit. The comparative analysis step may also include your results from standardized testing.

Your Work Experience/Job Duties:

• Document your work experience/job duties to the extent to which you possess the skills, education, experience, minimum qualifications, and preferred qualifications.
• If listed, answer all supplemental questions as your answers to these questions will be evaluated during this phase. Provide at least 4-8 sentences for each supplemental question.

Supplemental Questions:

• Answer the supplemental questions completely and thoughtfully. We will rate your answers based on the content of your responses and your writing skills (spelling, grammar, and clarity).

Appeal Rights:

• You may file an appeal with the State Personnel Board or request a review by the State Personnel Director if your application is eliminated. You will find the appeals process, the official appeal form, and how to deliver it on the State Personnel Board website.
• You or your representative must sign and submit the official appeal form for review.
• You can find the official appeal form here (Download PDF reader).
• You must be deliver the official appeal form to the State Personnel Board:
• By