Forensic Community Based Services Program Assistant I

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Forensic Community Based Services Program Assistant I

Salary

$2,013.23 - $3,221.08 Biweekly

Location

Statewide, CO

Job Type

Full Time

Job Number

IIB 06024 9/12/24

Department

Colorado Department of Human Services

Division

OBH - CMHIP

Opening Date

09/13/2024

Closing Date

9/29/2024 11:59 PM Mountain

FLSA

Determined by Position

Type of Announcement

This position is open only to Colorado state residents.

Primary Physical Work Address

1600 W. 24th Street Pueblo, CO.

FLSA Status

Non-Exempt; position is eligible for overtime compensation.

Department Contact Information

jazzma.gamboa@state.co.us

Salary Note

Although the full salary range for this position is provided, appointments are typically made at or near the range minimum.

How To Apply

Please submit an online application for this position at https://www.governmentjobs.com/careers/colorado. Reach out to the Department Contact to apply using a paper application, including any supplemental questions. Failure to submit a complete and timely application may result in the rejection of your application. Applicants are responsible for ensuring that application materials are received by the appropriate Human Resources office before the closing date and time listed.

• Description

• Benefits

• Questions

Department Information

This position is open to Colorado state residents only.

Please note: This recruitment may be used to fill multiple vacancies

Most State of Colorado employees are eligible for a great benefit package! Please see the Supplemental Information section below for details! (https://dhr.colorado.gov/state-employees/state-of-colorado-employee-benefits)

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CDHSCareers

About the Continuity of Treatment Department (OCFMH) :

Located within the Colorado Department of Human Services, the Office of Civil and Forensic Mental Health (OCFMH) is responsible for policy development, service provision and coordination, program monitoring and evaluation, and administrative oversight for the public behavioral health system. OCFMH funds, supports and monitors numerous mental health and substance abuse community programs and providers. OCFMH also operates the Colorado Mental Health Hospitals at Fort Logan and Pueblo and the Forensic Services Division. OCFMH executes the States’ federal responsibilities as the State Mental Health Authority and State Substance Abuse Authority to administer 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 Court Services Department employs forensically practicing psychologists to provide evaluative services statewide, with staff in Pueblo, Denver, and other locations. Evaluators complete all court ordered forensic evaluations for defendants in criminal cases as so ordered by the court. These evaluations are performed in the jail, in the community, at CMHHIP, or at CMHHIFL and are performed by psychologists and psychiatrists, as mandated in the Colorado Statute, 16-8.5. This work unit exists to carry out the statutory obligations of the Department of Human Services to supervise compliance with court-ordered conditions for individuals who have been adjudicated Not Guilty by Reason of Insanity (NGRI) and who are subsequently released by the courts from their commitment to CDHS (Conditional Release) and at times when they are granted extended leave from the hospital into the community (Temporary Physical Removal/ Conditional Placement). Additionally, the work unit provides oversight care coordination, and in select cases treatment interventions, for individuals who have been found NGRI and who remain committed to the custody of CDHS, but who have been released by the courts to reside in the community. 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 must make critical decisions in dynamic and fast-paced environments to ensure a high level of accountability for patient care. Our staff are required to maintain updated skills, knowledge, abilities, and competencies necessary to 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 needs of the department.

Description of Job

About the Position:

Under the guidance and supervision of the Director, this position provides administrative and technical support and assists the department director and other professional staff with applying knowledge of basic principles, rules, regulations, policies, precedents, and other guidelines specific to the program to resolve problems, answer questions, and advise on technical issues. It provides solutions by developing and implementing work processes for projects that are complicated and politically sensitive. This may include assistance and oversight of unit processes, protocols, travel, personnel action forms and related processes, correspondence, purchasing, budgets, invoicing, and office management. In addition, this position directly contributes to tracking and reporting data in partnership with the director. Lastly, this position may act as a liaison with internal and external stakeholders on behalf of the work unit. Duties in this position include:

Program and Office Management:

• provides support to the director and other department supervisors and staff as requested or in conjunction with office management duties. This includes coordinating department meetings, agendas, minutes, and management of various schedules. The PA serves as a point of contact for stakeholders and provides strong customer service on behalf of the unit

• reviews, files and/or monitors confidential information, and will compose correspondence for the Program Director’s signature

• responsible for collaborating with the Human Resources Department in all position descriptions, job postings, hiring, interviewing, and termination processes including use of the Personnel Action Form (PAF) system

• oversees and ensures accuracy within the department’s timekeeping reporting and use of the UKG system

• responsible for tracking and submissions for staff related travel requests and reimbursement

• oversees all inventory, technology, and related ordering and purchasing through purchase agreements and use of the P-card, as well as associated invoicing, billing, and receiving reports

• assists in the oversight and use of the department’s budget in collaboration with the director to include contracts

• assists the director in compiling the necessary documents for various staff, client, and court-related submissions

• may coordinate between the Director and Legal Assistant to ensure information requests are met timely, accurate documents are provided, and support their communication with the court. This may include coordination and compiling of documents pertaining to client travel requests for court, annual reports, and other such documents for the Director and/or Legal Assistant to submit

• implements and maintains detailed and accurate electronic tracking systems to ensure receipt and accountability of all incoming/outgoing correspondence and/or requests; ensuring timely and accurate responses and completion of and maintenance of key documents. In doing so, this position must ensure Federal and State compliance with record retention, privacy laws, best practices, and departmental policies

• identifies workflow issues, proposes solutions, and assists with execution

• required to translate project concepts into concrete operations to support the FCBS and FSDV mission and goals

• creates and manages work plans, deadlines, tracking systems, and ensures all FCBS deadlines are on track and met

• attends appropriate training and meetings to increase and maintain job knowledge and inform FCBS practices

• required to provide technical assistance on departmental processes and protocols, and assist with development of presentations and materials

Project Management:

Under the guidance of the Director, the PA for FCBS assists in the execution of special projects at the request of FSDV leadership and in response to team and/or departmental needs. These projects may include research and reports as well as communication, critical thinking, and independent decision-making. This often involves use of multiple platforms and the interpretation and presentation of data. The PA may assist in any associated external communication regarding such projects, as well as potential training.

Data Management:

Under the guidance of the Director and within established systems, the PA is responsible for ensuring accurate data tracking across numerous departmental variables including but not limited to client-specific information trackers, evaluations, and program outcomes. The PA is the primary individual responsible for entering key data that is provided by the program staff, identifying when data is missing, obtaining missing data, identifying efficiencies in these systems, and reporting out to leadership. The PA works with the Director to implement any changes and problem-solve deficient areas.

Evaluation Assignments:

Under the guidance of the Director and Conditional Release coordinators, the PA is responsible for ensuring all client evaluations are assigned and completed timely. This includes tracking all clients in need of evaluations, communicating with stakeholders to proactively assign, work within the bounds of contract parameters, and track all use of such contracts in partnership with the Court Services Department. This position ensures all reports are received and logged prior to any payment and tracks all invoices in accordance with fiscal rules.

Other Duties as Assigned:

• Other duties as assigned

Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights

Minimum Qualifications:

Four years (4)of experience in an occupational field related to the work assigned to the position

OR

A combination of related education and/or relevant experience in an occupation

related to the work assigned equal to four (4) years

Preferred Qualifications:

• Administrative experience in a healthcare setting

• Familiarity with Kronos/UKG timekeeping and eClearance/Perceptive/CORE

• Computer skills, including Microsoft 365 and Google Workspace applications.

• Communications experience in customer service in a fast-paced work environment.

• Experience working in a professional office setting

• Experience with document management, formatting and creation

• Experience managing a purchasing card, working with accounting, invoices, and receiving reports

• Ability to maintain confidentiality and privacy

• Organization and time management skills

Conditions of Employment:

• Standard Background. CDHS employees (all Direct contact with vulnerable persons):

CBI name check and fingerprint check, ICON Colorado court database, Medicare fraud database, Reference Checks, Trails check, CAPS

• Former State employees who were disciplinarily terminated or resigned in lieu of termination must disclose the information on the application and provide an explanation why the prior termination or resignation should not disqualify the applicant from the current position. Absent extraordinary circumstances, prior disciplinary termination or resignation in lieu of termination will disqualify the applicant from future State employment with CDHS.

• Travel – May travel to various locations statewide for program needs

Appeal Rights:

If you receive notice that you have been eliminated from consideration for this position, you may file an appeal with the State Personnel Board or request a review by the State Personnel Director.

An appeal or review must be submitted on the official appeal form, signed by you or your representative. This form must be delivered to the State Personnel Board by email (dpa_state.personnelboard@state.co.us), postmarked in US Mail 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.

For more information about the appeals process, the official appeal form, and how to deliver it to the State Personnel Board; go to spb.colorado.gov; contact the State Personnel Board for assistance at (303) 866-3300; or refer to 4 Colorado Code of Regulations (CCR) 801-1, State Personnel Board Rules and Personnel Director's Administrative Procedures, Chapter 8, Resolution of Appeals and Disputes, at spb.colorado.gov under Rules.

Supplemental Information

How to Apply (https://cdhs.colorado.gov/information-for-job-applicants#how-to-apply)

The Assessment Process

For additional recruiting questions, please contact jazzma.gamboa@state.co (stephanie.karle@state.co) .us

About Us:

If your goal is to build a career that makes a difference, consider joining the dedicated people of the Colorado Department of Human Services (https://www.colorado.gov/cdhs) (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. 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 www.copera.org 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

• BenefitHub state employee discount program

• Employee Wellness program MotivateMe

• 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. For more

  information, go to https://www.colorado.gov/pacific/dhr/student-loan-forgiveness-programs .

  Our Values:

  We believe in a people-first approach: To serve the people of Colorado, we develop a culture and work environment that creates an energized, inspired, and healthy team capable of giving their best to Coloradans.

  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.

  We are committed to increasing the diversity of our staff and providing culturally responsive programs and services. Therefore, we encourage responses from people of diverse backgrounds and abilities.

  ADAA Accommodations: CDHS is committed to the full inclusion of 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, including completing the application process, interviewing, completing any pre-employment testing, participating in the employee selection process, and/or to perform 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 our ADAAA Coordinator, Nancy Schmelzer, at cdhs_ada@state.co.us or call 1-800-929-0791.

  THE STATE OF COLORADO IS AN EQUAL OPPORTUNITY EMPLOYER

  Toll Free Applicant Technical Support (https://cdhs.colorado.gov/information-for-job-applicants#technical-support)

The State of Colorado offers permanent employees a variety of benefits including medical, dental, life and disability insurance, as well as a comprehensive leave program. Please click the following link for detailed information: www.colorado.gov/pacific/dhr/benefits

Please note that each agency's contact information is different; therefore, we encourage all applicants to view the full, official job announcement which includes contact information and class title. Select the job you wish to view, then click on the "Print" icon.

01

The bottom of this job announcement provides links to additional information on how to apply, the assessment process, toll free applicant technical support, and about how the State of Colorado is an equal opportunity employer. Please acknowledge below that you have read the information provided in these links.

• This information is available to me and I have read this information.

• I am unable to access the links with this information on the job posting. (If you select this option, please contact the recruiter, whose information is listed on this announcement, so that they can send this information directly to you.)

  02

  Your legal name is used in the hiring process for background checks. Did you use your full legal name in your application? If not, please update your information before submitting your application.

• Yes

• No

  03

  If you are a current or former State of Colorado employee, please list your employee number (starts with 997...). Failure to provide this requested information may render your application incomplete, and you may no longer be considered for the position.

  04

  Former State employees who were disciplinarily terminated or resigned in lieu of termination must disclose the information on the application. In the space below, please provide an explanation as to why the prior termination or resignation should NOT disqualify your application from the current position.

  05

  Describe your experience, including specific responsibilities or duties, while providing administrative and support services for a program. Please include how many months/years of experience you have performing these duties.

  06

  Describe in detail your experience, qualifications, and/or knowledge base in regards to coordinating deadlines with multiple stakeholders within an organization. Please include how many months of experience you have performing these duties.

  07

  Provide an example of a time that you were required to manage multiple competing priorities. What tactics or systems did you use to stay on track and meet deadlines? Describe how you maintained relationships with the agencies or individuals competing for prioritization of their priorities.

  Required Question

Agency

State of Colorado

Address

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Website

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