Inpatient ITP and Competency Coordiantor/Program Assistant II/Forensic Services Department

State of Colorado; Colorado; Hybrid; USD 60,000 - 76,000; Full time

Job summary

The Colorado Department of Human Services (CDHS) invites applications for a Program Coordinator in Court Services. You will supervise staff, oversee court-ordered inpatient evaluations and restoration cases, track deadlines, coordinate with judges, attorneys, and evaluators statewide, and ensure timely report submissions. Strong organizational and communication skills, plus experience with Excel and Google Suite, are essential. Hybrid work in CO.

Qualifications

• Five (5) years of relevant experience as a Program Assistant, Executive Assistant, or Program Coordinator in the work assigned to this position
• A combination of related education and/or relevant experience in an occupation related to the work assigned equal to five (5) years
• Experience with courts, attorneys, and/or the judicial system preferred

Responsibilities

• Monitors inpatient ITP evaluations and court orders, ensuring accuracy and timeliness.
• Tracks due dates and communicates with the courts regarding scheduling and deadlines.
• Coordinates information from multiple agencies and stakeholders, including evaluators, attorneys, and judges.
• Oversees staff performance, coaching, and development to meet program goals.

Skills

Administrative supervision

Leadership

Deadline tracking

Education

Five years of related education/experience

Tools

Excel

Google Suite

Job description

This position is open to current Colorado residents only.

Court Services is a statewide program with offices in Pueblo, Denver, and staff in various locales. It provides forensic evaluations for defendants involved with the criminal justice system. The evaluations are performed in various locations including jails, the Colorado Mental Health Institutes, and community locations, and are performed by psychologists and psychiatrists as mandated in CRS 16-8.5. This work unit manages incoming court orders from throughout the State of Colorado. Court Services works in conjunction with the Colorado Mental Health Institute at Pueblo (CMHH) 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.

Weekly Hybrid Working Arrangements

Minimum 2 days in the office and Maximum 3 days of remote work

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

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

Daily Monitoring of Inpatient ITP Assessments and Inpatient Competency Evaluations and Court Date Compliance:

• Supports, monitors, and manages orders for patients in custody who are court-ordered to complete an inpatient competency evaluation, and for patients adjudicated incompetent to proceed (ITP) and court-ordered to participate in inpatient restoration treatment and reassessments.
• Monitors the receipt of court orders involving patients ordered for inpatient competency evaluations and inpatient competency restoration treatment and reassessments. All inpatient orders are reviewed for correctness and clarity.
• Reviews, analyzes, and interprets the intent of the court orders, and seeks clarification from the courts via email, telephone, or letters to the courts. Utilizes judgment to determine if the received orders fit the known facts and adhere to legislative authority. To perform this task, an understanding of the competency statute, unique legal jargon, and abbreviations must be developed and utilized. If issues are disputed with court orders, the position communicates with the courts to resolve issues.
• Uses all pertinent resources such as the Judicial Branch’s secure web-based database, the Colorado Attorney database, Anticipate Behr, etc.
• This position provides support to the Director of Court Services and the Administrative Supervisor, to include the gathering and compilation of information for various purposes, routing information to appropriate parties.
• Coordinates information from various agencies as necessary. Demonstrates confidence, skill, training, intelligence, and etiquette to find solutions to questions posed by psychologists, attorneys, management, and other stakeholders of Court Services.
• Uses discretion, effective communication, and creativity in managing the complex factors related to court-ordered evaluations.
• Expert knowledge of Colorado Statutes as related to the agency’s mission, communication skills, and professionalism are essential and critical to this task.
• Oversees the tracking of reports and communicating with assigned evaluators statewide regarding the submission of their reports within the expected timeframe as per the court order and consent decree.
• Determines when an extension of time is necessary for evaluations that are not ready for submission within those timeframes.
• Track current inpatient ITP restoration evaluation cases utilizing the Anticipate Behr tracker.
• Communicates with court clerks related to clarification of court orders.
• Tracks due dates and sends communications to the courts related to issues meeting court dates.
• Communicates with the team as needed regarding cases.
• Keeps supervisor apprised of case issues.

Supervision:

• Direct field of influence and accountability for duty assignments, supervision, consultation, education, and completing staff performance plans, reviews, and evaluations for all assigned subordinate staff.
• Communicates goals, objectives, and announcements/news to subordinate staff through the most effective means (e.g., staff meetings, email, individual interactions, etc.).
• Facilitates staff development such as mentoring and coaching of direct reports and reinforces education and training.
• Develops and maintains a system to manage personnel records, files, and logs for subordinate staff.
• Authorizes leave requests for personal and sick leave for subordinate staff. Assures compliance with competency requirements of PMP.
• Checks for timely and correct completion of records and timekeeping responsibilities.
• Resolves personnel issues and problems in accordance with Personnel Rules and Regulations.
• Assesses and maintains staff competency and proficiency in conjunction with Staff Education direction and records.
• Monitors productivity and efficiency, and compliance with CDHS/CMHH policies, rules, and regulations.

Evaluator Assignments:

• Distributes and delegates assignments to administrative assistants for report completion, obtaining collateral information, etc. Develops and communicates procedures so all required court dates are met.
• Collaborates with the Court Services Director to assure compliance with all deadlines and timeframes for reports and communication submission.
• This position works independently in determining assignment of evaluations and communication with the courts and has direct responsibility to assign, track, and ensure timely completion of all inpatient referrals for competency evaluation, and all sanity evaluations regardless of location.
• Provides oversight of all court-ordered inpatient competency evaluations and inpatient ITP reassessment cases, including monitoring the status of report completion and staff responsible for that workload.
• Proactively communicates all potential issues and problem-solves the situation in real-time to mitigate or avoid negative outcomes related to report delays.

Other Duties As Assigned:

• This position 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.

Education/Licensure/Certification/Experience:

Five (5) years of relevant experience as a Program Assistant, Executive Assistant, or Program Coordinator in the work assigned to this position

Education and Experience:

A combination of related education and/or relevant experience in an occupation related to the work assigned equal to five (5) years

Preferred Qualifications:

• Experience providing administrative supervision and leadership.

• Experience tracking deadlines and time-sensitive data, including familiarity with programs/platforms such as Excel and Google Suite

• Experience writing polished and professional communications for clients, partners, and external stakeholders

• Demonstrated experience working with courts, attorneys, and/or the judicial system

• Experience with program evaluations and/or implementing system-wide change

• Demonstrated background in handling personnel matters

• Previous State Experience

Conditions of Employment:

• Travel: May travel to Pueblo and Denver as needed. Must travel for outreach and education.
• Due to the juvenile population served at this facility, incumbents of this position must be at least 21 years of age.
• 2-step TB (tuberculosis) screening is required, annual influenza vaccination, and other vaccinations as required by the State of Colorado
• Standard Background: ALL CDHS employees (non-direct contact): CBI name check, ICON Colorado court database, Medicare fraud database, Reference checks, Professional License verification (licensure requirements), and drug screen (commercial Driver’s license)

• 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 ([e-mail]), 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 [phone], 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.

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 [e-mail].

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.