Court Order Administrative Assistant III - Forensic Services Department

About the Department

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 Operations Department provides operational oversight of the Forensic Services Division (FSDV) programs, including contract management, data reconciliation, quality assurance, program evaluation, records management, and training & development. It is the Operations Department’s mission to enhance performance, drive efficiency, and align the workforce with the overarching objectives of the division.
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 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.

Position Duties

Weekly Hybrid Working Arrangements

Minimum 2 days in the office (at either location in Denver or Pueblo) and Maximum 3 days Remote Work

working arrangements. 

This position exists to provide administrative support to the Operations Director and general administrative support to the Forensic Services Operations Team. The Forensic Services Operations Team is also responsible for the 2019 Consent Decree, which includes specific time frame mandates. This position has designated responsibilities for processing court orders associated with this settlement agreement, ensuring evaluations can be appropriately assigned, and supporting all FSDV teams by ensuring court orders are accurate, statutorily compliant, and processed promptly to support fulfillment of court-ordered services. This position is required to work within a team structure to manage a high volume of work produced by clinical professionals while adhering to established deadlines. This position works in conjunction with the team coordinator to implement, modify, and utilize office management skills and administrative procedures to complete time-sensitive reports and other assigned administrative duties.This position collaborates with the team to determine the most efficient means of accomplishing duties while prioritizing workload under changing work conditions. This position uses critical thinking skills to clarify pertinent information and support administrative processes while maintaining accurate and current documentation of permanent records, court orders, and other assigned duties. Other duties include:

Processing Court Orders:

• Works with an assigned team to track, receive, and process court orders requiring competency and civil evaluations and restoration services for defendants ordered by the court. 
• Assists the Operations Coordinator in monitoring court dates to ensure adherence to court orders and Consent Decree time frames. 
• Works closely with court clerks, Bridges liaisons, court liaisons, and other judicial entities to ensure court orders are upheld and processed in accordance with statutory mandates. 
• Receives work from various individuals at unexpected intervals and must effectively manage competing priorities and deadlines.

Information Management/Data Entry:

• Works with the team to develop and maintain systems to manage records, files, and logs of all court orders to ensure orders are completed and processed per established deadlines.  
• Works to keep all involved parties informed of anticipated time frames and/or any related challenges.  
• Maintains process to ensure timely entries are made in databases established for and utilized by the Operations team. 

Monitoring/Tracking:

• Assigned to an inactive caseload and is responsible for the monitoring of court due dates in adherence to court orders and mandates related to the 2019 Consent Decree.

Other Duties as Assigned:

• This position may be called upon to perform tasks or undertake special assignments or projects deemed necessary by FSDV, but not specifically referenced in the above duties.

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 an occupation related to the work assigned, equal to three (3) years

Preferred Qualifications:

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

• Business management, records, criminal justice, human services or closely related degree.

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

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

• Experience managing time-sensitive, confidential information

• Experience collaborating with multi-disciplinary teams

• Experience in a legal, court, or behavioral health-focused environment

• Knowledge or understanding of court proceedings

• Ability to read and interpret court-ordered documents

• Excellent oral and written communication and interpersonal skills.

• Excellent attention to detail

• Demonstrated ability to juggle competing demands

• Proficiency in Google Suite and Microsoft Office applications.

• Previous State experience.

Conditions of Employment:

• Shift work eligible
• Travel: may travel to various locations statewide for program needs
• Full Background CDHS employees (all Direct contact with vulnerable persons):
  CBI name check and fingerprint check, ICON Colorado court database, Medicare fraud database, Reference Checks, Professional License verification (licensure requirements), Drug Screen, PREA (Division of Youth Services), Trails check (direct contact with children), CAPS (direct contact with adults – Mental Health Institutes, Regional Centers, Veterans Community Living Centers) 
• Vaccinations: 2-Step TB (tuberculosis) screening is required, annual influenza vaccination, and other 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. 

• 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.

Other Qualifications

• 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 [email protected].

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.

Benefits

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.
 

Supplemental Questions

Required Question

Agency Information

EmployerState of ColoradoAddress See the full announcement by clicking
the "Printer" icon located above the job title
Location varies by announcement, Colorado, -- Website https://careers.colorado.gov/