Contracts Administrative Assistant III - Forensics Services

Contracts Administrative Assistant III - Forensics Services

Salary : $50,856.00 - $71,196.00 Annually

Location : Denver, CO

Job Type : Full Time

Job Number : IIB-06245 11 / 12 / 2025

Department : Colorado Department of Human Services

Division : OBH (Office of Behavioral Health)

Opening Date : 11 / 12 / 2025

Closing Date : 11 / 26 / 2025 11 : 59 PM Mountain

FLSA : Determined by Position

Type of Announcement : This position is open only to Colorado state residents.

Primary Physical Work Address : 3824 W. Princeton Circle, Denver CO 80236

FLSA Status : Non-Exempt; position is eligible for overtime compensation.

About the Work Unit

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 States' federal responsibilities as the State Mental Health Authority and State Substance Abuse Authority for the purposes of administering federal mental health and substance abuse block grant funds.

The Forensic Services Division (FSDV) is responsible for six departments including Forensic Community Based Services (FCBS), Jail Based Evaluation and Restoration (JBR), Outpatient Restoration (OPR), the Forensic Support Team (FST), the Court Services Department, and the Operations Department.

The Operations Department directs the operational oversight for Forensic Services Division (FSDV) programs to include contracts management, data reconciliation and system management, budget oversight, operational workflow and training & development. The Operations Department strives to manage systems and information in a way that allows the division to maintain timely and consistent service provision.

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 in 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 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.

This position reports to the Operations Director and supports contracted services provided to the Forensic Services Department. Our staff are required to maintain updated skills, knowledge, abilities, and competencies necessary to the position through continuing education, clinical supervision, literature review, and discipline and team development. This position may require to travel throughout Colorado to meet the needs of the department.

Description of Job

This position provides general support for contract services and other office duties within the responsibilities of the Operations Department. This includes scheduling training, consultations, meeting minutes, and calendar management for their direct supervisor. This position may assist with inquiries submitted by contracted staff, supporting their day-to-day functions, and providing tracking documents and assignment information. This position will be responsible for processing invoices submitted by contracted forensic evaluators and reconciling financial information submitted to accounting for payment processing. The position will also regularly compile data related to division services for review as directed, in addition to providing general office support for the director regarding group scheduling and communications within the Forensic Division as a whole, and other duties as assigned within the Forensic Services Operations Department. Other duties include :

General Support for Contract Services and Other Office Duties :

Supports the Operations Director and contracted staff in a timely and effective manner, ensuring all documentation is appropriately managed and stored.

Under the direction of their supervisor, this role coordinates services, billing, and contracts necessary for the functioning of Forensic Services.

Answers communications and directs inquiries for the work unit.

Also schedules and transcribes minutes for department meetings, manage the program manager's calendar, and field and schedule requests for meetings.

It creates and manages data tracking processes to ensure the Directors have access to audited materials for services provided by the division.

Additionally, generates and emails ITP tracker reports in compliance with current operational policy and procedure for contractors.

Financial Tracking and Processing for Forensic Evaluations :

Submits payment requests to accounting services in a timely manner and ensures all documentation is provided by the contract evaluators with all required signatures and supporting documentation.

Handles inquiries related to contracted services received by the Department and remains knowledgeable about the policy and requirements around contracted services.

Provide tracking and documentation of these processes monthly to include reconciliation of payments and the status of encumbrances throughout the fiscal year.

Responsible for reports sent out to Forensic Services Management in partnership with the contracts team.

Monitoring Contract Staff Applications and Vendor Accounts :

Prepares and updates contract records for new and ongoing vendors at the request of the Forensic Services Management Team.

Explains policies, procedures, and standards to new and existing contractors as needed, following CDHS Contract and Fiscal guidelines.

Maintains and oversees onboarding for new contractors and ensures all paperwork is completed and processed.

Assists with the annual paperwork required for all personnel files in partnership with the Operations Department Management and CFO's Office.

Maintains a high level of discretion and confidentiality with all matters related to contract requests and vendor profiles.

Assists with offboarding processes for vendors concluding services with the department.

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.

May be asked to assist the Forensic Services Management team in completing additional functions such as (but not limited to) : meeting and setting training with evaluators, supervisors, and Forensic Services management.

Assists in reviewing and maintaining data related to Forensic Services functions and databases, which may include retrieving records and documentation, training with all-staff, and meeting with stakeholders, both internal and external. This person shall be required to be on location or virtual as needed by the Director to help facilitate training and meetings.

Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights

Experience Only :

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

OR

Education and Experience :

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

Preferred Qualifications :

Clerical work experience, as defined above, within Colorado State Government;

Established proficiency in position-related office technologies, especially Google applications or comparable Microsoft Office applications;

Experience creating and maintaining budgets and budget reports;

Experience with report compilation, data retrieval and interpretation;

Experience supporting a program or work unit;

Exceptional interpersonal / customer service skills;

Excellent written and oral communication skills;

Ability to create accessible documents and technical content that follows plain language guidelines with accessibility in mind;

Experience working with sensitive or confidential information;

Strong ability to multi-task and demonstrate flexibility;

Impeccable organizational, planning and prioritizing skills;

Precise attention to details;

Experience proof-reading, editing, or creating documents;

Experience with data-entry, checking and verifying;

Experience working with confidential information.

Previous State experience

Conditions of Employment :

Full background check :

This position will have direct contact with vulnerable persons (as defined by C.R.S.27-90-111 : "Direct contact" means providing face-to-face care, training, supervision, counseling, consultation, or medication assistance to vulnerable persons, regardless of the level of supervision of the department employee. "Direct contact" may include positions in which persons have access to or unsupervised time with clients or patients, including but not limited to maintenance personnel, housekeeping staff, kitchen staff,