Contracts Administrative Assistant III - Forensics Services

Full Job Description

Weekly Hybrid Working Arrangements

Minimum 2 days In Office at campus and Maximum 3 days Remote Work

This position will comply with the Forensic Services/Operations Department's current

working arrangements.

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

About the Work Unit
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 State’s 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 (FSDV) 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 directs the operational oversight for Forensic Services Division (FSDV) programs to include contracts management, data reconciliation and system management, budget oversight, operational workflow and training & development. The Operations Department strives to manage systems and information in a way that allows the division to maintain timely and consistent service provision.

Court Services is a statewide program with offices in Pueblo, Denver, and staff in various locales. It provides forensic evaluations for defendants involved with the criminal justice system. The evaluations are performed in various locations, including jails, the Colorado Mental Health Institutes, and in community locations, and are performed by psychologists and psychiatrists as mandated in CRS 16-8.5. This work unit manages incoming court orders from throughout the State of Colorado. Court Services works in conjunction with the Colorado Mental Health Hospitals at Pueblo (CMHHIP), Fort Logan (CMHHIFL), and the jail-based restoration program to monitor and address referrals for inpatient evaluation and treatment. Court Services also monitors, coordinates, and completes outpatient and jail evaluations statewide.

This position reports to the Operations Director and supports contracted services provided to the Forensic Services Department. 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 require to travel throughout Colorado to meet the needs of the department.

Requirements

This position provides general support for contract services and other office duties within the responsibilities of the Operations Department. This includes scheduling training, consultations, meeting minutes, and calendar management for their direct supervisor. This position may assist with inquiries submitted by contracted staff, supporting their day-to-day functions, and providing tracking documents and assignment information. This position will be responsible for processing invoices submitted by contracted forensic evaluators and reconciling financial information submitted to accounting for payment processing. The position will also regularly compile data related to division services for review as directed, in addition to providing general office support for the director regarding group scheduling and communications within the Forensic Division as a whole, and other duties as assigned within the Forensic Services Operations Department. Other duties include:

General Support for Contract Services and Other Office Duties:

• Supports the Operations Director and contracted staff in a timely and effective manner, ensuring all documentation is appropriately managed and stored.
• Under the direction of their supervisor, this role coordinates services, billing, and contracts necessary for the functioning of Forensic Services.
• Answers communications and directs inquiries for the work unit.
• Also schedules and transcribes minutes for department meetings, manage the program manager’s calendar, and field and schedule requests for meetings.
• It creates and manages data tracking processes to ensure the Directors have access to audited materials for services provided by the division.
• Additionally, generates and emails ITP tracker reports in compliance with current operational policy and procedure for contractors.
  

Financial Tracking and Processing for Forensic Evaluations:

• Submits payment requests to accounting services in a timely manner and ensures all documentation is provided by the contract evaluators with all required signatures and supporting documentation.
• Handles inquiries related to contracted services received by the Department and remains knowledgeable about the policy and requirements around contracted services.
• Provide tracking and documentation of these processes monthly to include reconciliation of payments and the status of encumbrances throughout the fiscal year.
• Responsible for reports sent out to Forensic Services Management in partnership with the contracts team.
  

Monitoring Contract Staff Applications and Vendor Accounts:

• Prepares and updates contract records for new and ongoing vendors at the request of the Forensic Services Management Team.
• Explains policies, procedures, and standards to new and existing contractors as needed, following CDHS Contract and Fiscal guidelines.
• Maintains and oversees onboarding for new contractors and ensures all paperwork is completed and processed.
• Assists with the annual paperwork required for all personnel files in partnership with the Operations Department Management and CFO’s Office.
• Maintains a high level of discretion and confidentiality with all matters related to contract requests and vendor profiles.
• Assists with offboarding processes for vendors concluding services with the department.
  

Other Duties as Assigned:

• May be called upon to perform tasks or undertake special assignments or projects deemed necessary by OCFMH but not specifically referenced in the above duties.
• May be asked to assist the Forensic Services Management team in completing additional functions such as (but not limited to): meeting and setting training with evaluators, supervisors, and Forensic Services management.

Assists in reviewing and maintaining data related to Forensic Services functions and databases, which may include retrieving records and documentation, training with all-staff, and meeting with stakeholders, both internal and external.

This person shall be required to be on location or virtual as needed by the Director to help facilitate training and meetings.

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:

• Clerical work experience, as defined above, within Colorado State Government;

• Established proficiency in position-related office technologies, especially Google applications or comparable Microsoft Office applications;

• Experience creating and maintaining budgets and budget reports;

• Experience with report compilation, data retrieval and interpretation;

• Experience supporting a program or work unit;

• Exceptional interpersonal/customer service skills;

• Excellent written and oral communication skills;

• Ability to create accessible documents and technical content that follows plain language guidelines with accessibility in mind;

• Experience working with sensitive or confidential information;

• Strong ability to multi-task and demonstrate flexibility;

• Impeccable organizational, planning and prioritizing skills;

• Precise attention to details;

• Experience proof-reading, editing, or creating documents;

• Experience with data-entry, checking and verifying;

• Experience working with confidential information.

• Previous State experience





Conditions of Employment:


Full background check:

This position will have direct contact with vulnerable persons (as defined by C.R.S.27-90-111: "Direct contact" means providing face-to-face care, training, supervision, counseling, consultation, or medication assistance to vulnerable persons, regardless of the level of supervision of the department employee.

"Direct contact" may include positions in which persons have access to or unsupervised time with clients or patients, including but not limited to maintenance personnel, housekeeping staff, kitchen staff, and security personnel.)

• Full background checks include: CBI & FBI fingerprint check, Colorado Court Database check, Medicare Fraud Database, TRAILS Database check

• Any 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. 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 a review and rating of all the information you submit. The comparative analysis step may also include your results from an eSkills Test.

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 (dpa_state.personnelboard@state.co.us), 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.

Additional Information

• How to apply to the State of Colorado(Youtube Video, Runtime 3:59, Closed Captions Available)

• The Assessment Process

• For Statewide Hiring Freeze NON-EXEMPTED position ONLY:

  • This job offer is contingent upon funding availability from all sources, including state and federal (if applicable), to start or continue.

• For additional recruiting questions, please contact: jerusalen.marshall@state.co.us

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 cdhs_ada@state.co.us.

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.

Required Supplemental Questions:

(Multiple Choice) 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.)

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

If you are a current or former State of Colorado employee, please list your employee number (starts with 997…). Your application may be considered incomplete if you do not provide this information.

An incomplete application may not move forward in the Selection process.

If you are a former or current state employee, please identify what state agency you work(ed) with and how many years of relevant state service you have related to the position you are applying for.

(Ensure this is listed on your application under work experience).

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 explain why the prior termination or resignation should not disqualify your application from the current position.