Administrative Assistant III

Job TitleThis position is open only to Colorado state residentsJob DescriptionYou are required to work at your assigned work location during your scheduled work times.Purpose of Position - This position independently administers specialized administrative and operational functions for the DYS Central Region Office. The position supports Client Managers, Client Manager Supervisors, Program Managers, contracted providers, youth, legal guardians, victims, and other stakeholders throughout the continuum of care—from new commitment and placement through discharge from the division's custody.The position performs advanced administrative support functions in a high-accountability environment. The position routinely handles confidential and sensitive information; enters, maintains, and verifies information in official government and court-related systems; reviews records and documentation for accuracy and completeness; manages competing deadlines; and performs work in which errors may have significant operational consequences. The position also is responsible for coordinating time-sensitive notifications, hearings, reports, and benefit-related processes; administering office, facility, and fleet operations; and developing and maintaining administrative procedures, forms, tracking systems, and recordkeeping processes used by the work unit.The position independently interprets and applies established laws, rules, policies, and procedures; identifies discrepancies, missing information, and processing errors; determines appropriate administrative action within established parameters; and coordinates resolution with responsible staff and stakeholders.Job Duties - Client Management & Support - Support and assist Client Managers and Client Manager Supervisors in a variety of ways throughout the complete continuum of care from the time of new commitment caseload assignments through completion of parole. Works independently to ensure all juvenile confidentiality, Personal Identifiable Information, and Protected Health Information documents, records, and data received and observed are restricted, protected, and safeguarded as required by laws, rules, policies, and procedures. Support and assist Client Managers and Client Manager Supervisors in various ways, including receiving and entering information into the Colorado TRAILS database, filing of records and shredding, maintaining electronic records as needed, and responding to requests for assistance. Responsible for Client Manager case management tasks to include by not limited to, managing juvenile warrant checks at various intervals, obtaining restitution and community service requirements, setting up and tracking Federal Victim Notification requirements, opening and closing Medicaid applications, identifying gaps in placement entries in the TRAILS database, managing the client discharge process, AWOL notifications, and similar tasks. Support Central Region Office Client Managers with meeting the required training needs and maintaining training records. Provides safety and security supervision of juveniles at the office by acting as the F.A.S.T. secondary "cover officer" when needed. If a juvenile engages in imminent life safety behavior at the office, this person shall respond and engage within the limits authorized and qualified to do so. A high level of confidentiality and judgment is critical Victim Notification & Support - Assisting victims in understanding and exercising their rights as it relates to the Colorado Victim Rights Act. Responsible for managing and maintaining the Victim Notification Program. Coordinate with Client Managers to ensure proper and timely letter notifications are being sent to victims. Work independently to ensure all juvenile and victim confidentiality, Personal Identifiable Information, and Protected Health Information documents, records, and data received and observed are restricted, protected, and safeguarded as required by laws, rules, policies, and procedures. Manage and maintain spreadsheets and other forms of tracking and monitoring. Conduct quality assurance audits for Victim Notification, including notification of results, data entry, and ensuring that notifications and/or discrepancies are reported and addressed. Work with the Central Office Victim Notification Coordinator to provide information, respond to requests, and provide assistance as needed. A high level of confidentiality and judgment is critical Medicaid Application & Support - Work independently to ensure all juvenile and legal guardian confidentiality, Personal Identifiable Information, and Protected Health Information documents, records, and data received and observed are restricted, protected, and safeguarded as required by laws, rules, policies, and procedures. Monitor placement changes and send open Medicaid requests to the appropriate counties. Troubleshoot and problem-solve issues that arise when Medicaid is denied or delayed. Collaborate with other youth services and human services agencies (e.g., County Medicaid personnel & contract program personnel) to exchange information. A high level of confidentiality and judgment is critical Program Manager Support - Assist in gathering and tracking regional information when needed for reporting functions and other ad-hoc projects and assignments, such as, but not limited to, the Department's or the Division's strategic goals and initiatives. Enter information and manage various Divisional and Regional Office spreadsheets, documents, and reports. Support Central Region Office Director, Assistant Director, and Program Managers with projects, meeting minutes, and required training needs. Other Duties As Assigned - Office Operations assist in the administrative operation of the office through customer service and office coverage. Maintain a clean and organized office environment. Oversee vehicle checkout system, maintenance program, and registration process. Schedule meetings and conference rooms, assist with regional workgroup assignments and projects, take meeting minutes, maintain office supply inventory, mail distribution, and related tasks. Designated Fire Safety Coordinator, complete required safety inspections, drills, and training. Designated Sanctuary Core Team member. Coordinate administrative support. Timekeeping – Timekeeper for Central Region Office employees housed in Bldg. 29. Duties include ensuring the accurate input of all regional employees' work hours by timesheet or data entry, acting as a liaison for timekeeping and payroll personnel, and coordinating the distribution and dissemination of accurate records for employees. Reviews and monitors employees' timecards and leave requests in KRONOS. This position must understand state leave practices in detail and accurately interpret and explain this information to all employees. Must be proficient with the KRONOS software and operate autonomously, giving directions and teaching to supervisors and employees as needed. Administrative Team Support – Administrative Team Support corresponds and collaborates with other Administrative Assistant positions to provide back-up or additional support for each other and to ensure agency mandates are met, and service delivery is uninterrupted. Support Central Region Office Program Assistant and Administrative Assistants with meeting minutes, required training needs, and maintaining records. Additional office functions that require cross-training to ensure coverage include the Administrative Review process, client credit checks, closed file management, and other related tasks as determined necessary. Other Duties as Assigned – Duties assigned by the regional office director, assistant director, direct supervisor, program managers, or program assistant. A high level of confidentiality and judgment is critical for all duty areas.Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights*** Please read the entire job announcement and follow all of the instructions prior to completing the application. You must provide documentation to be given credit for it. There will be no exceptions on timelines to provide documentation. All documentation must be uploaded- this is the first evaluation in the selection process*** Note: Applications will be reviewed to determine if you meet the minimum qualifications for the position. If it is determined that you meet the minimum qualifications, your application will also be used as part of the examination process. You should ensure that your application specifically addresses the requirements as listed in the minimum and preferred qualifications, as well as the job duties and the highly desired competencies. Take the time to adequately address your specialized experience, work products, and accomplishments as they relate to the position. MINIMUM QUALIFICATIONS: Three (3) years of relevant experience in an occupation related to the work assigned to this position. Relevant experience must include administrative support or administrative coordination in a professional, confidential, and detail-oriented environment and demonstrate responsibility for records, databases or electronic record systems, documentation, tracking systems, and/or administrative processes where accuracy, timeliness, confidentiality, and adherence to established procedures are essential.Relevant experience may include: Maintaining confidential, sensitive, or legally protected records; Entering, updating, researching, verifying, or reconciling information in databases or electronic record systems; Coordinating recurring administrative processes governed by established policies, procedures, or mandatory deadlines; Preparing formal correspondence, notices, reports, schedules, meeting minutes, or case-related documentation; Maintaining spreadsheets, tracking systems, electronic files, or shared record repositories; Coordinating information or administrative processes among multiple internal and external stakeholders; Reviewing records or documentation to identify incomplete, inconsistent, or inaccurate information and independently coordinating correction; and Independently organizing and prioritizing multiple assignments while meeting established deadlines.Applicants must clearly document qualifying experience in the Work Experience section of the application. Applications that do not demonstrate how the applicant's experience meets the minimum qualifications may not be considered. OR Education and Experience - A combination of related education and/or relevant experience in an occupation related to the work assigned equal to three (3) years. Preferred Qualifications Experience using Colorado court information systems or comparable court/legal databases;Experience using the Colorado TRAILS system or a comparable human-services/case-management database;Experience supporting Medicaid, Title IV-E, or other public-benefit eligibility/documentation processes;Experience performing administrative functions governed by the Colorado Victim Rights Act or other statutory notification requirements;Experience maintaining juvenile justice, child welfare, legal, medical, human resources, or other confidential records;Experience coordinating hearings, legal notices, formal proceedings, or other deadline-driven administrative processes;Advanced experience using spreadsheets and electronic tracking systems to reconcile, monitor, and