Program Assistant - Jail Restoration​/Forensic Services Department

Job Title

This position will comply with the Forensic Services Department's current working arrangements.

Weekly Hybrid Working Arrangements

Minimum 2 days in the office and Maximum 3 days Remote Work

This position assists the Director of Jail-Based Restoration in the coordination and management of various departmental and programmatic responsibilities. With the guidance of the Director, this position collaborates to design, implement, and modify office and administrative operations to ensure effective and efficient processes are in place; assists in the development and maintenance of databases and forms utilizing various computer programs (i.e., Windows Office programs to include Excel, Access, Publisher, and PowerPoint).

This position performs administrative and technical support and interprets principles, rules, regulations, and policies. This position will provide support and oversight to department processes. Other duties include:

• 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, including contracts.
• Assists the director in compiling the necessary documents for various staff, client, and court-related submissions.
• 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.
• Must ensure Federal and State compliance with record retention, privacy laws, best practices, and departmental policies.
• Identifies workflow issues, proposes solutions, and assists with execution.
• Required to translate project concepts into concrete operations in order to support the J  and FSDV mission and goals.
• Creates and manages work plans, deadlines, and tracking systems and ensures all J  deadlines are on track and met.
• Attends appropriate training and meetings to increase and maintain job knowledge and inform J  practices.
• Required to provide technical assistance on departmental processes and protocols and assist with the development of presentations and materials.

• Engages in daily tracking of various factors related to the program (e.g., court dates, referral table, case dispositions, patient length of stay, reasons for discharge, etc.), extrapolates from that data, and generates reports.
• Assists with reporting to OCFMH and CDHS management about the program's performance and compliance with policies and procedures.
• Assists in analyzing that data, suggests areas for growth, and collaborates with the Director and Clinical Director to problem-solve to increase program efficiency.

• Provides support to the J  Director and Quality Assurance Team in the development of department policy and procedure.
• Assist in creating and developing office management, organization, and procedures to determine priorities and develop workload procedures to meet deadlines.

• 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.