Program Assistant I - Forensics Services 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. 

This work unit exists to carry out the statutory obligations of the Department of Human Services to supervise compliance with court-ordered conditions for individuals who have been adjudicated Not Guilty by Reason of Insanity (NGRI) and who are subsequently released by the courts from their commitment to CDHS (Conditional Release) and at times when they are granted extended leave from the hospital into the community (Temporary Physical Removal/Community Placement). Additionally, the work unit provides oversight care coordination, and in select cases treatment interventions, for individuals who have been found NGRI who remain committed to the custody of CDHS, but who have been released by the courts to reside in the community.
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.

Weekly Hybrid Working Arrangements

Minimum 2 days In-Office and Maximum 3 days Remote Work

Location can be Pueblo or Denver

This position will comply with the Forensics Services Department's current 

working arrangements. 

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

Under the guidance and supervision of the Director, this position provides administrative and technical support and assists the department director and other professional staff with applying knowledge of basic principles, rules, regulations, policies, precedents, and other guidelines specific to the program in order to resolve problems, answer questions, and advise on technical issues. It provides solutions by developing and implementing work processes for projects that are complicated and politically sensitive. This may include assistance and oversight of unit processes, protocols, travel, personnel action forms and related processes, correspondence, purchasing, budgets, invoicing, and office management. In addition, this position directly contributes to tracking and reporting data in partnership with the director. Lastly, this position may act as a liaison with internal and external stakeholders on behalf of the work unit. Other duties include:

Program and Office Management:

• Provides support to the director, other department supervisors, and staff as requested or in conjunction with office management duties. This includes coordinating department meetings, agendas, and minutes, and managing various schedules.
•  Serves as a point of contact for stakeholders and provides strong customer service on behalf of the unit. 
• Reviews, files and/or monitors confidential information and will compose correspondence for the Program Director’s signature. 
• Responsible for collaborating with the Human Resources Department in all position descriptions, job postings, hiring, interviewing, and termination processes, including the use of the Personnel Action Form (PAF) system. 
• Oversees and ensures accuracy within the department’s timekeeping reporting and use of the UKG system. 
• Responsible for tracking and submissions for staff related travel requests and reimbursement. 
• Oversees all inventory, technology, and related ordering and purchasing through purchase agreements and use of the P-card, as well as associated invoicing, billing, and receiving reports. 
• Assists in the oversight and use of the department’s budget in collaboration with the director to include contracts. 
• Assists the director in compiling the necessary documents for various staff, client, and court related submissions. 
• Coordinate between the Director and Legal Assistant to ensure information requests are met timely, accurate documents are provided, and supports their communication with the court. This may include coordination and compiling of documents pertaining to client travel requests for court, annual reports, and other such documents for the Director and/or Legal Assistant to submit.
• Implements and maintains detailed and accurate electronic tracking systems to ensure receipt and accountability of all incoming/outgoing correspondence and/or requests, ensuring timely and accurate responses and completion and maintenance of key documents. In doing so, this position must ensure Federal and State compliance with record retention, privacy laws, best practices, and departmental policies. This position identifies workflow issues, proposes solutions, and assists with execution. 
• Required to translate project concepts into concrete operations in order to support the FCBS and FSDV mission and goals. 
• Creates and manages work plans, deadlines, and tracking systems, and ensures all FCBS deadlines are on track and met. 
• Attends appropriate training and meetings to increase and maintain job knowledge and inform FCBS practices. The PA is required to provide technical assistance on departmental processes and protocols and assist with the development of presentations and materials.

Project Management:

• Under the guidance of the Director, the PA for FCBS assists in the execution of special projects at the request of FSDV leadership and in response to team and/or departmental needs. These projects may include research and reports as well as communication, critical thinking, and independent decision making. This often involves use of multiple platforms and interpretation and presentation of data. 
• May assist in any associated external communication regarding such projects, as well as potential training. 

Data Management:

• Under the guidance of the Director and within established systems, the PA is responsible for ensuring accurate data tracking across numerous departmental variables, including but not limited to client-specific information trackers, evaluations, and program outcomes. 
• Responsible for entering key data that is provided by the program staff, identifying when data is missing, obtaining missing data, identifying efficiencies in these systems, and reporting out to leadership. 
• Works with the Director to implement changes and address problem areas.

Evaluation Assignments:

• Under the guidance of the Director and Conditional Release coordinators, the PA is responsible for ensuring all client evaluations are assigned and completed timely. This includes tracking all clients in need of evaluations, communicating with stakeholders to proactively assign, working within the bounds of contract parameters, and tracking all use of such contracts in partnership with the Court Services Department. 
• Ensures all reports are received and logged prior to any payment and tracks all invoices in accordance with fiscal rules. 

Other Duties As Assigned:

• 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

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:

• Prior work as an administrative/executive assistant

• Minimum of 2 years of work experience post-graduation, not including retail/food service/hospitality unless purely administrative role.

• Bachelor's degree in a relevant field 

• Work in a medical or legal setting with familiarity with HIPAA and relevant terminology.  

• Would also prefer experience with data tracking/collection and billing practices. 

• Previous State Experience

Conditions of Employment:

• 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)

• Travel – Explain: May travel to various locations statewide for program needs. FCBS team is staffed in both Pueblo and Denver. 

• 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.

Supplemental Information

• 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.