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Administrative Assistant III/Office Management Team - Forensics Court Services

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Administrative Assistant III/Office Management Team - Forensics Court Services

Salary

$24.45 - $34.22 Hourly

Location

Pueblo, CO

Job Type

Full Time

Job Number

IIB-04831 8/25/2025

Department

Colorado Department of Human Services

Division

OBH - CMHIP

Opening Date

08/25/2025

Closing Date

9/8/2025 11:59 PM Mountain

FLSA

Determined by Position

Type of Announcement

This position is open only to Colorado state residents.

Primary Physical Work Address

1600 W 24th St, Pueblo, CO 81003, USA

FLSA Status

Non-Exempt; position is eligible for overtime compensation.

Department Contact Information

[email protected]

How To Apply

Please submit an online application for this position at https://www.governmentjobs.com/careers/colorado. Reach out to the Department Contact to apply using a paper application, including any supplemental questions. Failure to submit a complete and timely application may result in the rejection of your application. Applicants are responsible for ensuring that application materials are received by the appropriate Human Resources office before the closing date and time listed.

+ Description

+ Benefits

+ Questions

Department Information

This position is open to Colorado state residents only.

Weekly Hybrid Working Arrangements

Minimum 2 days In Office and Maximum 3 days Remote Work

Monday-Friday 8:00 am -5:00 pm

Most State of Colorado employees are eligible for a great benefit package! Please see the Supplemental Information section below for details! (https://dhr.colorado.gov/state-employees/state-of-colorado-employee-benefits)

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About Court Services:

Court Services is a statewide program with offices in Pueblo and Denver that provides forensic evaluations for defendants involved with the criminal justice system. Evaluations are performed by psychologists and psychiatrists as mandated in CRS 16-8.5 and 19-2.5 in various locations, including jails, the Colorado Mental Health Institutes, and community locations. 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.

Description of Job

About the Position:

This position provides support within the general office functions needed for Court Services’ day-to-day operational needs as directed by the office manager. Duties in this position include:

General Office Duties:

+ Submits requests to E-Clearance in a timely manner and ensures all documentation is provided

+ Orders the work unit’s phones, mobile phones, computers and other equipment; ordering of new furniture, and assists with office moves

+ Coordinates copier services, billing, and contracts as well as any other outside services/contracts necessary for the functioning of Court Services

+ Answers phones and direct calls for the work unit

+ Schedules department meetings and assist evaluators by setting up scheduling difficult to contact bond cases for appointments for evaluations, manages the program manager’s calendar, and fields and schedules requests for meetings

+ Responsible for processing travel requests, travel reimbursements, and is knowledgeable about the rules and regulations for travel and travel reimbursement

+ Reconciles reports mailed to the court and ensure records are uploaded to BEHR for unit purposes

+ Audits court orders for accurate entry into the Legacy Cube database daily in an effort to ensure court orders issued by the court are received and processed correctly

+ Responsible for the payment of various invoices, including but not limited to Fed Ex and processing invoices from contract evaluators

+ Generates and email ITP tracker reports in compliance with current operational policy and procedure

Employee Personnel Actions:

+ Prepares and updates employment records for new, current and vacant positions

+ Submitting personnel action forms (PAF’s) through E-Clearance at the request of the Court Services Director or the Court Services Clinical Director

+ Facilitates scheduling and arrangements necessary for the hiring process for the department and assists in NEOGov

+ Explains human resources policies, procedures, and standards to existing employees

+ Maintains and oversees onboarding for new employees and ensures all new hire paperwork is completed and processed

+ Responsible for submitting personnel action forms (PAF’s) and ensuring proper approval

+ Assists with annual paperwork required for all personnel files

+ Works closely with Human Resources personnel to ensure and maintain proper procedures and paperwork for Court Services

Timekeeping:

+ Responsible for the management and maintaining records for timekeeping for assigned employees in the work unit. Must manage timekeeping for assigned staff and communicate with supervisors regarding any time sensitive timekeeping issues related to supervisors’ direct reports.

Information Request/ Tracking:

+ Requests jail and medical records upon request from staff and contract evaluators. Once received, these records are forwarded to the requesting evaluator and uploaded into Outside Information in the BEHR system

+ Retrieves and scan/copy any hardcopy medical documentation available from the CMHH Medical Records department and ensures the scans are uploaded to Outside Information for future reference

+ Maintains a contact spreadsheet with the most accurate contact information for jail and medical records.

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

Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights

Minimum Qualifications:

Three years (3)of experience in an occupational field related to the work assigned to the 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:

+ Knowledge of Google applications

+ Expenditure tracking

+ Strong writing and note-taking skills

+ Knowledge of budgets, purchasing, and invoices

+ Invoice processing and support

+ Working with multiple stakeholders in various remote locations

+ Compiling, entering and reporting data

+ Strong writing and note-taking skills

+ Strong Excel skills

+ Experience working with patient or criminal confidential information

Required Competencies:

+ Experience working with confidential information

+ Experience working in office setting, providing clerical support

Conditions of Employment:

+ Standard Background. CDHS employees (all Direct contact with vulnerable persons):

CBI name check and fingerprint check, ICON Colorado court database, Medicare fraud database, Reference Checks, Trails check, CAPS

+ Due to the juvenile population served at this facility, incumbents of this position must be at least 21 years of age

+ TB testing, annual influenza, and other vaccines 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.

+ Provide an explanation why the prior termination or resignation should not disqualify the applicant from the current position.

+ 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.

Appeal Rights:

If you receive notice that you have been eliminated from consideration for this position, you may file an appeal with the State Personnel Board or request a review by the State Personnel Director.

An appeal or review must be submitted on the official appeal form, signed by you or your representative. This form must be delivered to the State Personnel Board by email ([email protected]), postmarked in US Mail 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.

For more information about the appeals process, the official appeal form, and how to deliver it to the State Personnel Board; go to spb.colorado.gov; contact the State Personnel Board for assistance at (303) 866-3300; or refer to 4 Colorado Code of Regulations (CCR) 801-1, State Personnel Board Rules and Personnel Director's Administrative Procedures, Chapter 8, Resolution of Appeals and Disputes, at spb.colorado.gov under Rules.

Supplemental Information

How to Apply (https://cdhs.colorado.gov/information-for-job-applicants#how-to-apply)

The Assessment Process

For additional recruiting questions, please contact [email protected] ([email protected]) .us

About Us:

If your goal is to build a career that makes a difference, consider joining the dedicated people of the Colorado Department of Human Services (https://www.colorado.gov/cdhs) (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. 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 www.copera.org 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

+ BenefitHub state employee discount program

+ Employee Wellness program MotivateMe

+ 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. For more

information, go to https://www.colorado.gov/pacific/dhr/student-loan-forgiveness-programs .

Our Values:

We believe in a people-first approach: To serve the people of Colorado, we develop a culture and work environment that creates an energized, inspired, and healthy team capable of giving their best to Coloradans.

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.

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.

ADAA Accommodations: CDHS is committed to the full inclusion of 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, including completing the application process, interviewing, completing any pre-employment testing, participating in the employee selection process, and/or to perform 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 our ADAAA Coordinator, Nancy Schmelzer, at [email protected] or call 1-800-929-0791.

~THE STATE OF COLORADO IS AN EQUAL OPPORTUNITY EMPLOYER~

Toll Free Applicant Technical Support (https://cdhs.colorado.gov/information-for-job-applicants#technical-support)

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.

01

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

02

If you are a current or former State of Colorado employee, please list your employee number (starts with 997...). Failure to provide this requested information may render your application incomplete, and you may no longer be considered for the position.

03

(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.)

04

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 provide an explanation as to why the prior termination or resignation should not disqualify your application from the current position.

05

Please describe in detail your experience, qualifications, and knowledge base in regards to the development and maintenance of spreadsheets, databases and platforms for statistical data collection, tracking and analysis. Please include how many months of experience you have performing these duties in each area. In an effort to ensure we locate your relevant experience, please indicate where this experience is listed in your state application (e.g. X years at ABC company).

06

Please describe in detail your experience, qualifications, and/or knowledge base providing administrative and support services to management. Please include how many months of experience you have performing these duties. In an effort to ensure we locate your relevant experience, please indicate where this experience is listed in your state application (e.g. X years at ABC company).

07

Please check all software applications that you are proficient in, or have worked with.

+ Adobe

+ KRONOS

+ Microsoft Access

+ Microsoft Excel

+ Microsoft Power Point

+ Microsoft Word

+ NEOGov

+ Google Mail

+ Google Docs

+ Google Sheets

Required Question

Employer

State of Colorado

Address

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Website

https://careers.colorado.gov/

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