Contracts Administrative Assistant III - Forensics Services

Overview

Department Information This position is open to current residents of Colorado only.

Weekly Hybrid Working Arrangements Minimum 2 days in office at campus and maximum 3 days remote work. This position will comply with the Forensic Services/Operations Department's current working arrangements. Work arrangements are subject to change at any time.

Located within the Colorado Department of Human Services, the Office of Civil and Forensic Mental Health (OCFMH) is responsible for policy development, service provision and coordination, program monitoring and evaluation, and administrative oversight for the public behavioral health system. OCFMH funds, supports and monitors numerous mental health and substance abuse community programs and providers. OCFMH also operates the Colorado Mental Health Hospitals at Fort Logan and Pueblo and the Forensic Services Division.

OCFMH executes the State’s federal responsibilities as the State Mental Health Authority and State Substance Abuse Authority for administering federal block grant funds.

The Forensic Services Division (FSDV) includes six departments:
Forensic Community Based Services (FCBS), Jail Based Evaluation and Restoration (J ), Outpatient Restoration (OPR), the Forensic Support Team (FST), the Court Services Department, and the Operations Department. The Operations Department directs operational oversight for FSDV programs, including contracts management, data reconciliation and system management, budget oversight, operational workflow and training & development.

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. Evaluations are performed in jails, Colorado Mental Health Institutes, and community locations by psychologists and psychiatrists. This work unit manages incoming court orders from throughout Colorado and coordinates with CMHHIP, CMHHIFL, and the jail-based restoration program to monitor referrals for inpatient evaluation and treatment and to complete outpatient and jail evaluations statewide.

This position reports to the Operations Director and supports contracted services provided to the Forensic Services Department. Staff are required to maintain updated skills and competencies through continuing education, clinical supervision, literature review, and team development. The role may require travel throughout Colorado.

This position provides general support for contract services and other office duties within the responsibilities of the Operations Department. Responsibilities include scheduling training, consultations, meeting minutes, and calendar management for the direct supervisor. The role may assist with inquiries submitted by contracted staff and provide tracking documents and assignment information. The position processes invoices submitted by contracted forensic evaluators and reconciles financial information for payment processing.

Regular data compilation related to division services for review is expected, along with general office support for the director regarding group scheduling and communications within the Forensic Division and other duties as assigned within the Forensic Services Operations Department.

• Supports the Operations Director and contracted staff in a timely and effective manner, ensuring all documentation is appropriately managed and stored.
• Under supervision, coordinates services, billing, and contracts for the Forensic Services.
• Answer communications and direct inquiries for the work unit.
• Schedule and transcribe minutes for department meetings, manage the program manager’s calendar, and field scheduling requests.
• Create and manage data tracking processes to provide Directors with access to audited materials for services provided by the division.
• Generate and email ITP tracker reports in compliance with current policy for contractors.

• Submit payment requests to accounting timely with complete documentation and signatures from contract evaluators.
• Handle inquiries related to contracted services and stay informed about policy requirements.
• Provide monthly tracking and documentation, including reconciliation of payments and encumbrances.
• Produce reports for Forensic Services Management in partnership with the contracts team.

• Prepare and update contract records for new and ongoing vendors as requested.
• Explain policies, procedures, and standards to new/existing contractors per CDHS guidelines.
• Oversee onboarding for new contractors and ensure paperwork is completed.
• Assist with annual personnel files and maintain confidentiality of contract information.
• Assist with offboarding for vendors ending services.

• May perform tasks or projects as needed by OCFMH.
• Assist in meetings and trainings with evaluators, supervisors, and management as…