Administrative Assistant III - Forensic Services Department

Weekly Hybrid Working Arrangements

Minimum 2 days In Office and Maximum 3 days Remote Work

This position will comply with the Forensics Services Department's current 

working arrangements. 

Please note: Work arrangements are subject to change at any time

• 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.    

• 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.

• 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.  

• 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.

• 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.

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 responses and your writing skills (spelling, grammar, and clarity).

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].

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.

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.