DYS Records Specialist - Technician IV

Full Job Description

About the Division of Youth Services: The mission of the Division of Youth Services (DYS) is to protect, restore and improve public safety utilizing a continuum of care that provides effective supervision, promotes accountability to victims and communities, and helps youth lead constructive lives through positive youth development.

The strategic goal of DYS is to operate healthy trauma-responsive organizational environments as demonstrated through prosocial, safe, and non-violent interactions.

DYS provides a continuum of services that encompass juvenile detention, assessment, commitment and parole.

DYS is the agency statutorily mandated to provide for the care and supervision of youth committed by the District Court to the custody of the Colorado Department of Human Services.

The Division operates 15 secure facilities that serve youth between the ages of 10 and 21, who are pre-adjudicated, sentenced, or committed.

For pre-adjudicated youth, the Division is also responsible for the management and oversight of the Colorado Youth Detention Continuum; a State-funded, locally administered program that provides services to youth at risk of further progressing into the juvenile justice system.

In addition to residential programming, the Division administers juvenile parole services throughout the State. We have many opportunities within DYS to positively impact youth and families.

We invite you to explore the DYS website and learn about the services provided to youth, families, and local communities in the State of Colorado at: www.colorado.gov/cdhs/dys. There are numerous opportunities within DYS to positively impact youth and families and we welcome you to join our team.

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.

Requirements

You are required to work at your assigned work location during your scheduled work times.

This position receives and reviews requests for information from the twelve state-operated facilities and four regional offices. This position reviews all releases and accompanying information to determine the purview of State and Federal Privacy Laws. This person is responsible for the proper redaction of protected information from released records.

This position ensures the ongoing collection of data for requests for information. This includes Colorado Open Records Act (CORA) requests under House Bill 15-1131, “Concerning the Release of Information Related to Critical Incidents that Occur in Facilities Operated by the Division of Youth Services.” This person is also responsible for assisting in the scanning of appropriate files into the Electronic Data Warehouse (EDW) system and designating records to be destroyed in accordance with DYS policies and procedures. This position is also responsible for logging requests for body worn camera video and responding to these requests in compliance with federal and state law and court orders

Summary of Job Duties:

Management of juvenile delinquency records, and release of information as outlined in Section 19-1-304 C.R.S. Juvenile Delinquency Records, and Federal and State law (HIPAA, FERPA) - In coordination with the Division’s Records Unit Supervisor, search, gather, redact and prepare for the release of information pertaining to individual youth to requesters per required HIPAA Federal Regulations, FERPA Educational regulations and under Colorado Revised Statutes, Section 19-1-304, “Juvenile Delinquency Records”. Under leadership of the Division’s Records Unit Supervisor, enforce a standardized format for all youth records in regions and facilities. This position assists in the coordination of an electronic transfer system to transfer paper files to the Division’s designated Electronic Data Warehouse. This position coordinates with the Division’s Records Unit Supervisor the facilitation of the destruction of records once the period to maintain the record has elapsed. This individual accepts, reviews and respond to releases of information. Duties in this area include:

• Determine the type of authorization required per HIPAA, 42 Part 2, FERPA and Section 19-1-305 C.R.S. Juvenile Delinquency Records.
• Redacts records of all protected information.
• Allows inspection of the record and provides copies, when appropriate.
• Releases information to requesters who are authorized by law to receive information with or without youth’s consent (Medicare, Medicaid, Attorney’s, Social Security and Courts).
• Maintain release of information log and the expungement log and document all information released into the Release of Information data base.
• For medical record release, determines what medical record exists by matching the requester information to the Electronic Health Record, Trails and medical records.
• Determines costs and length of time to retrieve, redact and provide required youth information.
• Respond to requests for information that fall under Colorado Revised Statutes, Section 19-1-304, including identifying reports, redacting, printing reports when required, and electronically transferring redacted records as required by law.

HIPAA, 42 Part 2, FERPA and Section 19-1-304 C.R.S. Juvenile Delinquency Records, Release of Information Process, including youth file expungement orders - Consults with their supervisor to determine if requested HIPAA, 42 Part 2 or FERPA information can be released. Coordinates with supervisor to determine the appropriateness of releasing requested information. Coordinates with their supervisor and relevant subject matter expert (SME) regarding sensitive releases of information. Completes the expungement of all DYS Court-ordered expungement orders.

Open, Live and Closed Record Support and other duties as assigned - Support of the management of DYS records unit, including facility-based records, medical records and regional based records. Assist in the creation and maintenance of standards and policy for the maintenance and storage of both open, closed, and expunged records.
· Coordination with the custodian of DYS records. Travel to the ten State-operated facilities and four regional offices to assist with records maintenance.
· Other duties as assigned

Research and Analyze Data - Independently researches, analyzes, interprets and applies rules, procedures, statutes, policies and practices regarding agencies and facilities licensed as defined in Section 26-6-903, C.R.S of the Licensing Act and individuals as it pertains to criminal background checks and child abuse/neglect background investigations. Reviews and evaluates corresponding statutes, rules, regulations, and procedures for application in the final determination of eligibility regarding an applicant’s record.

Other Duties as Assigned - Performs other duties as assigned

Qualifications

Experience Only:

Four (4) 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 four (4) years.

Preferred Qualifications:

• 4 years of experience working with records management systems in a criminal justice setting

Conditions of Employment

• Standard Background ALL CDHS - CBI name check, ICON Colorado court database, Medicare fraud database, Reference checks, Professional License verification (licensure requirements), and drug screen (commercial Driver’s license)
• Travel – Travel to assigned trainings and/or alternate work sites
• Shift Work – Subject to assigned shifts
• Continued employment is contingent upon successful completion of the DYS Pre-service Training Academy, Field Training Program (FTO) and mandatory annual training in all subject areas.

The Diana Screen®, a sexual risk screening tool, is administered to all applicants to the Division of Youth Services (DYS) seeking positions of trust with children and teens to help ensure that ethical boundaries between children and adults are maintained.

At the DYS, the safety and protection of the youth who have been entrusted to us is our #1 priority.

The results of the Diana Screen will be provided to the Division of Youth Services and may be used as part of the Division's decision on whether the candidate is selected.

• Be at least 21 years of age with no felony convictions or history of domestic violence

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.

• Full Background CDHS employees: Direct contact with vulnerable persons CBI name check and fingerprint check ICON Colorado court database Medicare fraud database Reference checks Professional License Verification (if applicable) Drug Screen PREA (Division of Youth Services Only) For those with direct contact with children: Trails check For those with direct contact with adults at the Mental Health Institutes, Regional Centers and Veterans Community Living Centers CAPS

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 (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

The Assessment Process

For additional recruiting questions, please contact brennon.watts@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.

~THE STATE OF COLORADO IS AN EQUAL OPPORTUNITY EMPLOYER~

Toll Free Applicant Technical Support