Program Assistant II/Forensic Services Department

About the Department

Located within the Colorado Department of Human Services, Civil and Forensic Mental Health (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 and the Forensic Services Division. CFMH 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 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 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.

Position Duties

Weekly Hybrid Working Arrangements

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

working arrangements. 

This position supports, monitors, and manages orders for individuals ordered to the care and/or custody of CDHS, including inpatient services, outpatient services, civil evaluations, forensic evaluations, among other judicial orders. In addition, this position will support, monitor, and manage judicial-related hearings, outcomes, outreach, and serve as a centralized source of information across our OCFMH teams. This position may also be responsible for supportive procedures associated with judicial communications, practices, billing, and invoicing. The position provides high-level professional, technical, and analytical support directly to the Operations Director. This role is responsible for optimizing daily work processes, analyzing data to inform strategic planning, and identifying internal and external information needs. Additionally, the Operations Coordinator serves as a key compliance officer for the department—rigorously tracking court orders, managing the mechanism and ability for FSDV teams to assign evaluations or restoration services, and ensuring all strict court and Consent Decree deadlines are met. The position will meet all consent decree and court deadlines by proactively and consistently tracking, analyzing, and communicating with various stakeholders of the department.  This position implements, modifies, and utilizes office and time management skills and administrative procedures to complete time-sensitive duties related to the locating, collecting, and data entry of specific information into Anticipate and other programs.  This position initiates and maintains data collection devices such as spreadsheets, tables, databases, and electronic files.  This position decides the most efficient means of accomplishing duties while prioritizing workload under changing work conditions; clarifies pertinent data, and establishes 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.  This position uses critical thinking skills to identify improvements to processes.  Other duties include:

Court Order Management:

• Monitors all court orders and collaborates with FSDV to ensure order accuracy, enabling timely fulfillment, in accordance with court deadlines and the consent decree.
• Through direct oversight, the individual tracks the receipt of these orders, reviewing them thoroughly for correctness and clarity. 
• Analyzes and interprets the intent of all court orders, seeking clarification from the courts via email, telephone, or formal correspondence when necessary. Utilizing sound judgment, the individual determines if received orders align with known facts and legislative authority. This requires a strong understanding of the statute, consent decree, legal jargon, and abbreviations. If issues are detected with court orders, the position communicates directly with departmental leadership and courts to resolve them in a manner that meets departmental needs and practices.
• Manages daily workflows within the Forensic Services Division (FSDV) by independently delegating court orders to administrative staff and monitoring high-priority warrant caseloads to ensure strict compliance and data accuracy. 
• Serves as the primary problem solver and an escalation point for the team; this position analyzes and resolves complex errors, statutory violations, and system limitations. Whether managing unrecognized orders, addressing directives that violate statute, or mediating competing demands between conflicting FSDV teams, the Operations Coordinator utilizes diplomacy and expertise to secure legally sound resolutions with all stakeholders. 
• Provides support to the Operations Director and FSDV leadership, which includes the gathering and compilation of information for various purposes and routing that information to the appropriate parties. 
• Coordinates information from various agencies as necessary and demonstrates the confidence, skill, training, and etiquette required to find solutions to questions posed by psychologists, attorneys, management, and other stakeholders. 
• Uses discretion, effective communication, and creativity in managing the complex factors related to all court orders. 
• Expert knowledge of Colorado Statutes as related to the agency’s mission, communication skills, and professionalism are essential and critical to this task. 
• Monitors and tracks court orders, warrants, and critical legal dates in close conjunction with internal FSDV teams, while managing ongoing warrant cases utilizing the Legacy Cube and Anticipate Behr tracking systems to ensure total data accuracy. 
• Actively liaises directly with court clerks to resolve discrepancies, clarify instructions, and correct court orders. 
• Proactively communicates with the courts to problem-solve orders that may fall outside the scope of the team's abilities, while maintaining open lines of communication across departments and providing regular, strategic updates to supervisors regarding complex case order developments.  

Supervision:

• Direct field of influence and accountability for duty assignments, supervision, consultation, education, and completing staff performance plans, reviews, and evaluations for all assigned subordinate staff.  
• Communicates goals, objectives, and announcements/news to subordinate staff through the most effective means (e.g., staff meetings, email, individual interactions, etc.).  
• Facilitates staff development such as mentoring and coaching of direct reports, and reinforcement of education and training. 
• Develops and maintains a system to manage personnel records, files, and logs for subordinate staff.  
• In coordination with the Operations Director, authorizes leave requests for personal and sick leave for subordinate staff.  
• Assures compliance with competency requirements of PMP.  
• Checks for timely and correct completion of records and timekeeping responsibilities.  
• Resolves personnel issues and problems in accordance with Personnel Rules and Regulations.  
• Assesses and maintains staff competency and proficiency in conjunction with Staff Education direction and records. 
• Monitors productivity and efficiency, and compliance with CDHS/FSDV policies, rules, and regulations.

Warrants, Court Hearings, and Communication:

• Involves maintaining systems to monitor the warrant process, ensuring teams close invalid orders promptly, and tracking court hearing occurrences via the judicial database. In doing so, this position must ensure all departmental needs are met, timeframes are adhered to, and information is disseminated in a timely to departmental leadership. 
• This process includes official communications to the courts, strong writing skills, and effective problem-solving. 

Other Duties As Assigned:

• 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.

Minimum Qualifications

Education/Licensure/Certification/Experience:

Five (5) years of relevant experience in an occupation related to the work assigned to this position

Education and Experience:

A combination of related education and/or relevant experience in an occupation related to the work assigned equal to five (5) 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.

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

• Experience leading a team or supervising others

• Experience making time-sensitive decisions in a multidisciplinary environment

• Experience managing time-sensitive, confidential information

• Experience collaborating with multidisciplinary 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

• Previous State experience
• Advanced proficiency with Microsoft Excel and other Microsoft Office applications.
  

Conditions of Employment:

• Travel: May travel to various locations statewide for program needs
• 2-step TB (tuberculosis) screening is required, annual influenza vaccination, and other vaccinations as required by the State of Colorado 
• 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) 

• 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/