Court Order Administrative Assistant III - Forensic Services Department

Administrative Support Specialist

This position will comply with the Forensic Services Department's current working arrangements. Weekly hybrid working arrangements include minimum 2 days in the office (at either location in Denver or Pueblo) and maximum 3 days remote work.

Please note:

Work arrangements are subject to change at any time.

This position exists to provide administrative support to the Operations Director and general administrative support to the Forensic Services Operations Team. The Forensic Services Operations Team is also responsible for the 2019 Consent Decree, which includes specific time frame mandates. This position has designated responsibilities for processing court orders associated with this settlement agreement, ensuring evaluations can be appropriately assigned, and supporting all FSDV teams by ensuring court orders are accurate, statutorily compliant, and processed promptly to support fulfillment of court-ordered services.

This position works in conjunction with the team to manage a high volume of work produced by clinical professionals while adhering to established deadlines. This position works in conjunction with the team coordinator to implement, modify, and utilize office management skills and administrative procedures to complete time-sensitive reports and other assigned administrative duties. This position collaborates with the team to determine the most efficient means of accomplishing duties while prioritizing workload under changing work conditions.

This position uses critical thinking skills to clarify pertinent information and support administrative processes while maintaining accurate and current documentation of permanent records, court orders, and other assigned duties.

Other duties include:

• Works with an assigned team to track, receive, and process court orders requiring competency and civil evaluations and restoration services for defendants ordered by the court.
• Assists the Operations Coordinator in monitoring court dates to ensure adherence to court orders and Consent Decree time frames.
• Works closely with court clerks, Bridges liaisons, court liaisons, and other judicial entities to ensure court orders are upheld and processed in accordance with statutory mandates.
• Receives work from various individuals at unexpected intervals and must effectively manage competing priorities and deadlines.

Information Management/Data Entry:

• Works with the team to develop and maintain systems to manage records, files, and logs of all court orders to ensure orders are completed and processed per established deadlines.
• Works to keep all involved parties informed of anticipated time frames and/or any related challenges.
• Maintains process to ensure timely entries are made in databases established for and utilized by the Operations team.

Monitoring/Tracking:

• Assigned to an inactive caseload and is responsible for the monitoring of court due dates in adherence to court orders and mandates related to the 2019 Consent Decree.

Other Duties as Assigned:

• This position may be called upon to perform tasks or undertake special assignments or projects deemed necessary by FSDV, but not specifically referenced in the above duties.

Experience Only:

• Three (3) years of relevant experience in an occupation related to the work assigned to this position

OR

• A combination of related education and/or relevant experience in an occupation related to the work assigned, equal to three (3) years

Preferred Qualifications:

• Experience handling and management of time-sensitive, confidential and/or sensitive information.
• Business management, records, criminal justice, human services or closely related degree.
• Relevant experience as a current or previous State of Colorado employee.
• Relatable experience in the public sector or interacting with government organizations.
• Experience managing time-sensitive, confidential information
• Experience collaborating with multi-disciplinary teams
• Experience in a legal, court, or behavioral health-focused environment
• Knowledge or understanding of court proceedings
• Ability to read and interpret court-ordered documents
• Excellent oral and written communication and interpersonal skills.
• Excellent attention to detail
• Demonstrated ability to juggle competing demands
• Proficiency in Google Suite and Microsoft Office applications.
• Previous State experience.

Conditions of Employment:

• Shift work eligible
• Travel: may travel to various locations statewide for program needs
• 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)
• Vaccinations: 2-Step TB (tuberculosis) screening is required, annual influenza vaccination, and other…