Job Information
State of Colorado ADMINISTRATIVE ASSISTANT III- Court Service in Pueblo, Colorado
ADMINISTRATIVE ASSISTANT III- Court Service
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ADMINISTRATIVE ASSISTANT III- Court Service
Salary
$23.97 - $33.56 Hourly
Location
Pueblo, CO
Job Type
Full Time
Job Number
IIB 04831 11/5/24
Department
Colorado Department of Human Services
Opening Date
11/05/2024
Closing Date
11/19/2024 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
jonathan.benavdes@state.co.us
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.
This is a Hybrid position requiring 2 days minimum in office or as directed
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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CDHSCareers
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 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
schedule 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 and Human Resources:
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.
Substitution:
Appropriate education will substitute for the required experience on a year-for-year basis.
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
- Former State employees who were disciplinarily terminated or resigned in lieu of termination must disclose the information on the application and provide an explanation why the prior termination or resignation should not disqualify the applicant from the current position. Absent extraordinary circumstances, prior disciplinary termination or resignation in lieu of termination 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 (dpa_state.personnelboard@state.co.us), 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 jonathan.benavdes@state.co (stephanie.karle@state.co) .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 cdhs_ada@state.co.us 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
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.
02
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).
03
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).
04
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
Agency
State of Colorado
Address
See the full announcement by clicking
the "Printer" icon located above the job title
Location varies by announcement, Colorado, --
Website
https://careers.colorado.gov/
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