What are the responsibilities and job description for the ADMINISTRATIVE ASSISTANT III - Jail-Based Restoration Program - HYBRID position at State of Colorado?
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 of 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 for the purposes of 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 JBR Program exists to serve as the only program to provide jail-based competency restoration services for individuals found incompetent to proceed by the courts and ordered to undergo restoration treatment for the State of Colorado. The program additionally provides treatment to those individuals ordered by the courts to undergo an initial evaluation of competency. The Jail Based Restoration Program serves as the State expert on restoration and competency in a jail-based setting and collaborates with numerous other entities and governmental agencies to ensure best practices in admissions across the State, best practices in competency restoration treatment, and continuity of care and follow up care for individuals discharging from the program. In addition, the Jail-Based Restoration Department provides oversight to contracted private hospital programs. The team coordinates admissions for inpatient competency, mental condition, and sanity evaluations as appropriate to occur at one of the settings the team oversees.
Purpose of the position:
This position exists to provide administrative support and monitoring for those individuals court-ordered for inpatient competency evaluations or competency restoration treatment and designated for transfer to a jail-based restoration program or private hospital. This position is required to function independently to manage the volume of work associated with the gathering and filing of patient records in preparation for review by the OCFMH Director for Jail-Based Restoration, Health Professional VI, Health Professional IV, and Health Professional III positions for Jail-Based Restoration. This position implements, modifies, and utilizes office management skills and administrative procedures to complete time sensitive duties related to locating, collecting, and filing of specific records of patient referrals to one of the department’s jail-based restoration programs or private hospital partnerships. This position inputs data into data collection devices such as spreadsheets, databases, and electronic files.. This position decides the most efficient means of accomplishing these duties while prioritizing workload under changing work conditions, clarifies pertinent data, and manages office filing and retrieval systems including the contents of files, circulation and retrieval, production, access, and proper handling and disposal of data and protected health information and other duties as assigned.
Job Duties:
Patient Info Processing:
This position will engage 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. This position will initiate the creation of a referral folder for all identified candidates and ensure 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. This position will also be 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. Lastly, this position will track and maintain information regarding the movement of patients within the jail-based and hospital-purchased programs and transfers to/from CMHHIP or other various locations.
Data Collection:
This position 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. This position 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. This position collaborates with other support staff for Jail Based Restoration to ensure the accuracy of the databases/spreadsheets with new referrals.
Communication Coordination:
This position communicates with staff from various internal and external stakeholders to ensure the smooth coordination of records collection. This position will attend meetings as needed, regarding the jail-based restoration program. This position problem-solves as necessary to achieve goals and meet deadlines for record collection, reporting, and dissemination. This position 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. This position requires timely communication and requires strong interpersonal communication skills to other Jail-Based Restoration staff, outside stakeholders, and other entities. This position 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 the confidentiality of the patients. This position needs to communicate with the Director of Jail Based Restoration in a timely manner on a consistent basis.
Other Duties as Assigned
Minimum Qualifications:
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 administrative work equal to three (3) years
Preferred Qualifications:
- Excellent computer skills including fluency in Microsoft Office Suite (e.g. Word, Excel, PowerPoint,), Gmail and Google Applications, and the ability to quickly learn new software
- Strong attention to detail and accuracy
- Excellent time and organizational skills
- Excellent oral and written communication skills
- Ability to work effectively in both independent and team situations
- Ability to prioritize work tasks independently and collaborate with team members
- A pre-employment criminal background check including CBI name check, ICON Colorado court database, Medicare fraud database, Reference checks, Professional
License verification (licensure requirements), and drug screening (commercial Driver’s license) - Hybrid Schedule, 2x days in office plus as needed
Former State employees who were disciplinarily terminated or resigned in lieu of termination must (1) disclose that information on the application (2) provide an explanation why the prior termination or resignation should not disqualify the applicant from the current position, (3) provide the employee number from the applicant’s 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.
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.
How to Apply
The Assessment Process
For additional recruiting questions, please contact jazzma.gamboa@state.co.u
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 (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
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 ADAA Coordinator, Nancy Schmelzer, at cdhs_ada@state.co.us or call 1-800-929-0791.
~THE STATE OF COLORADO IS AN EQUAL OPPORTUNITY EMPLOYER~
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Salary : $24 - $34
