Administrative Assistant III - Outpatient Restoration/Forensic Services Department

Department Information -------------------------- This position is open to current Colorado residents only. Located within the Colorado Department of Human Services, Civil and Forensic Mental Health Services (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, as well as the Forensic Services Division. CFMH executes the State’s federal responsibilities as the State Mental Health Authority and State Substance Abuse Authority for 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. The Outpatient Restoration Program was originated in March 2018 as a statewide resource to provide an alternative to inpatient competency restoration, creating an option for courts to resolve competency needs in the least restrictive setting. This community\-based program utilizes contracted providers to deliver competency restoration education as outlined in Colorado state, as well as to facilitate services that will address barriers to competency. 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 is required to maintain updated skills, knowledge, abilities, and competencies necessary for 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 department's needs. Description of Job ---------------------- Weekly Hybrid Working Arrangements Minimum 2 days in the 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 provides direct support to Program Coordinators, including provider reporting, correspondence, file creation, and processing court reports. This position enables our Program Coordinator staff to manage the providers tasked with providing oversight and technical assistance. This position ensures that communication between the Program and multiple external stakeholders is timely and efficient. Other duties include: Process Juvenile Reporting: Track and send juvenile reports to courts based on the request of the court via a court order Processing Competency Court Orders: Receives court orders and creates a packet of specific information to be sent to the assigned provider. The packet this position is making has only three required items; the SOP for making these packets is 11 pages long due to the many variables each document may have regarding where the most recent documentation lives and how best to procure it. Manages an extensive list of resources they may use to ensure the packet is current, correct, and confidential. Process Court Reports: Pulls a report on all clients who have had a recent court date, determines the outcome, and advises their provider. Determining the outcome is a result of the interpretation of court minutes and/or communication directly with the judicial assistant. Advises the restoration provider as to the outcome and whether the case should be kept open. Process Monthly Reporting: Receiving and uploading monthly reports that the Program receives from its contracted providers for information to be available to forensic evaluators and courts. Audits the reports received to ensure all active clients are accounted for so that the provider’s invoices can be reconciled and paid. Other Duties as Assigned: Other Duties As assigned Because of the fluidity and pace of our program, the Admin Assistant III is constantly asked questions or is needed to assist with other tasks without any notice. This makes task prioritization and time management must\-have skills for this position. 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 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 in an administrative or office management role. Proficiency in common tools such as Google and Microsoft tools. Bachelor's degree in a related field. Five (5\) years of relevant experience in an occupation related to the work assigned to this position. Expert\-level skill with common tools such as Google Suite and Office Suite. Familiarity with the behavioral health and/or criminal justice systems. Previous State experience. Conditions of Employment: Shift work eligible 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) Vaccinations as required by the State of Colorado 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." You must meet the minimum qualifications to continue in the selection process. Part\-time work experience will be prorated. 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 response and your writing skills (spelling, grammar, and clarity of your writing). 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 email (dpa\_state.personnelboard@state.co.us), or + Postmarked in US Mail to(1525 Sherman Street, 4th Floor, Denver CO 80203, or + Hand delivered (1525 Sherman Street, 4th Floor, Denver CO 80203\), or + Faxed (303\.866\.5038\) within ten (10\) calendar days from your receipt of notice or acknowledgement of the department’s action. Contact the State Personnel Board for assistance: At (303\) 866\-3300, or Refer to the Colorado Code of Regulations (CCR) 801\-1, State Personnel Board Rules and Personnel Director's Administrative Procedures, Chapter 8, Resolution of Appeals and Disputes, within the Rules webpage. Supplemental Information ---------------------------- How to apply to the State of Colorado(Youtube Video, Runtime 3:59, Closed Captions Available) The Assessment Process About Us \& Benefits If your goal is to build a career that makes a difference, join the dedicated people of the Colorado Department of Human Services (CDHS). Our professionals strive to design and deliver high quality human and health services that improve the safety, independence, and well\-being of the people of Colorado. Each of us is committed to contributing to a safe and accessible CDHS. In addition to a great location and rewarding and meaningful work, we offer: 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 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 cdhs\_ada@state.co.us. 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. Additional Support For Your Application Toll Free Applicant Technical Support If you experience technical difficulty with the NEOGOV system (e.g. uploading or attaching documents to your online application) call NEOGOV technical support at 855\-524\-5627 Mon\-Fri between 6 am and 6 pm (Pacific Time). Helpful hints: if you are having difficulty uploading or attaching documents to your application 1\) ensure your documents are PDF or Microsoft Word files and 2\) close the document before you attempt to upload (attach) it.