Program Assistant II - Care Navigation

This position is open to current Colorado residents only.

Located within the Colorado Department of Human Services (CDHS), Civil and Forensic Mental Health Services (CFMH) operates Colorado’s two mental health hospitals, the Forensic Services Division, the Division of Mental Health Transitional Living (MHTL), Adolescent Psychiatric Residential Treatment Facility, the Outpatient Services Division, and Enhanced Placement, Incompetency, and Civil Commitment services (EPICC). CFMH provides a continuum of mental healthcare services for civilly- as well as justice -involved individuals. Civilly certified patients are individuals who have been committed by a civil (probate) court into the care and custody of CDHS because they have serious and persistent mental health conditions. Justice-involved individuals are those who are charged with a crime and have been determined to have a mental or developmental disability that prevents them from assisting in their own defense or rationally understanding the criminal court proceedings, a mental condition that significantly impairs their ability to form a specific intent or understand the full impact of their choices, or have been found not guilty by reason of insanity. CFMH works across the legal system to provide evaluations, treatment, placement, and case management for these individuals. 

EPICC services is the newest part of this continuum and presently encompasses two divisions which include the Bed Utilization Management section and Care Navigation Services. Bed Utilization Management is responsible for the oversight, coordination, metrics, and communications related to the overall inpatient bed capacity managed by CFMH (i.e., MHPs, Jail-Based programs, and private hospital contractors). That section also provides project coordination and necessary admissions-related information in fulfillment of Federal Consent Decree requirements, as well as consultation with the Office of the Attorney General to represent CFMH within Show Cause hearings. Care Navigation Services (CNS) has been created to address recent changes to Colorado’s statutory framework governing competency to proceed in criminal cases, which established new processes to transition certain defendants from the criminal justice system to the civil judicial system when criminal prosecution is no longer the most appropriate disposition. These new processes include transitioning from restoration commitments to civil commitments for individuals with mental health disorders, and enhanced protective placements (EPP) for individuals with intellectual and developmental disabilities [IDD] or neurocognitive disorders. The mission of the Care Navigation team is to provide supervision and care coordination for individuals who have been formally charged with a felonious crime of violence or unlawful sexual behavior and who have been found by a presiding court to be both Incompetent to Proceed to adjudication (ITP) and Not Restorable to competency within the foreseeable future (ITP-NR) – at which time the courts are required to release such defendants from their restoration commitments. 

The CNS team works within a variety of community, criminal justice, and secure settings (e.g., mental healthcare agencies, jails, courts, hospitals, etc.). The team is responsible for coordinating placement, ensuring a high level of accountability for patient care, providing clear and relevant communications with judicial stakeholders on issues related to progress as well as risk, and (when appropriate) advocating for changes to court-ordered conditions with respect to least-restrictive settings for the provision of services. Furthermore, team members are required to ensure that the skills, knowledge, abilities, and competencies necessary to fulfill their position duties remain current through continuing education, clinical supervision, literature review, and employee development. 

• This position provides program assistance and technical support for the Care Navigation Services program, including its division director, program director, and other staff members. The CNS Program Assistant facilitates the development and implementation of plans and procedures directed at ensuring deadlines are met by the Department and that program goals are met through evaluation of existing policies and procedures, the use of technical programs and support systems, the identification of barriers and proposing solutions, independent problem-solving, supporting implementation, and assessing effectiveness. The Program Assistant also creates and maintains various databases and organizational systems to ensure secure storage, reliable tracking of program metrics, and HIPAA compliance on behalf of the Department. Examples of such duties include, but are not limited to: file retention and tracking, previous employee record retention, shared drive management and support, support for program staff and leadership schedules as needed, and support for departmental meetings (e.g., facilitation, agenda, minute taking, etc.). Furthermore, this position may at times synthesize data and information into reports for management utilization in various meetings, including but not limited to: data reports regarding program logistics, accomplishments, and barriers. This position serves as the program liaison for other programs and for program leadership and staff. Onsite meetings and on-location activities are intermittently required.

Staff Liaison for Personnel:

• The CNS Program Assistant is responsible for the completion of all eClearance and PAF’s for the division. In doing so, this position is responsible for completing training as needed within changing systems in order to serve as the primary source of guidance to management and staff with documentation and process needs. This position is expected to facilitate timely, organized, and accurate completion of all such tasks within division practices. The Program Assistant works collaboratively with human resources as well as with the employee labor and relations team to support, facilitate, and track all position postings, applicant materials, interviews, hiring, onboarding, and off-boarding processes. This position leads the coordination of applicant interviews, storage of their application and interview information, and completion of all new employee orientation needs. In completing such tasks, this position works closely with respective department personnel and efficiently navigates various internal systems. This position also directly assists in the facilitation of new employee onboarding and orientation, including information sharing, office supply as well as tech coordination, and serving as the staff support liaison for administrative related issues. In addition, this position maintains confidential records keeping systems for all current employees and ensures timely submission of annual verification requirements related to licensure (where applicable), outside employment, etc. The Program Assistant securely maintains the division and program directors’ supervisory files and ensures that compliance and updated information is obtained. This position also has designated timekeeping duties within the division's system. Onsite meetings and on-location activities are intermittently required.

• Clients who have been civilly committed or authorized for and enhanced protective placement within one of the Department’s state-run or contracted facilities require reevaluation on a regular basis. Those evaluations are completed by specially trained and credentialed evaluators from within CFMH (i.e., FSDV : Court Services) and through a contract with the University of Colorado Anschutz Medical School; and may occur via televideo or in-person at one of the Department’s state-run or contracted facilities. The CNS Program Assistant may support this division requirement through the development and maintenance of a data resource for tracking various aspects of the report process (e.g., case assignments, due dates, report completion, report submission, etc.), collaboration with placement sites as well as evaluators, and providing administrative support as needed to facilitate the timely completion and submission of this work product.

Education/Licensure/Certification/Experience:

Five (5) years of high level experience supporting directors or executives in an administrative assistant, executive assistant, or similar support roles. Experience to include helping to manage projects, implementing office work processes, managing schedules, analyzing program/data information, developing guidelines and/or templates, creating and/or updating work processes.

OR

Education and Experience:

A combination of education in business administration, business management, organizational development, clinical or legal record related degrees, office administration related degrees and/or experience supporting directors or executives in an administrative assistant, executive assistant, or similar support roles. Experience to include helping to manage projects, implementing office work processes, managing schedules, analyzing program/data information, developing guidelines and/or templates, creating and/or updating work processes equal to five (5) years.

• Related experience in the public sector or interacting with government organizations. 

• Experience handling and managing time-sensitive, confidential, and/or sensitive information.

• Experience collaborating with multidisciplinary teams.

• Experience working within a legal, clinical, and/or behavioral health-focused settings.

• General knowledge and/or understanding of typical civil and/or criminal court proceedings.

• Ability to read and interpret court-issued documents.

• Excellent interpersonal, oral, and written communication skills.

• Exceptional attention to detail.

• High degree of aptitude with various Google applications (e.g., Sheets, Documents, Gmail, Drive, etc.).

• Advanced proficiency with Microsoft Excel and other Microsoft Office applications.

• Ability to shift focus and juggle multiple priorities.

• Relevant experience as a current or previous State of Colorado employee.

• Standard background check and reference check required.

• This position requires State of Colorado residency at the time of application (unless otherwise identified in the posting), and residency within the state throughout the duration of employment in this position.

• 2-step TB (tuberculosis) screening is required of all new employees upon hires.
• Annual influenza vaccination and other vaccinations as required by the State of Colorado and/or CDHS.

• Former State employees who were disciplinarily terminated or resigned in lieu of termination must:

1. Disclose that information on the application.

2. Explain why the prior termination or resignation should not disqualify you from the current position.

3. 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.

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.

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."

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. 

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.     

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).

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. 

• You must be deliver the official appeal form to the State Personnel Board:

  • By email ([email protected]), 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.

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

• The Assessment Process

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.

• 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.

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 [email protected].

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.

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.