Administrative Assistant III - Limon (Maintenance)

This position is only open to Colorado state residents.

About CDOT 

CDOT employees make a difference by providing freedom, connection, and experience to the traveling public, while also keeping them safe. The State of Colorado offers competitive medical, dental and vision insurance, life and disability insurance, and flexible spending and health savings accounts. Visit the State of Colorado benefits for details, current premium rates and a summary video about benefits. The state also offers PERA retirement, great optional PERA plans such as 401K, a generous paid time off package of annual, sick, holiday and other leave, strong career growth, tuition reimbursement and professional development. Perks include Colorado Employee Assistance Program (CSEAP) counseling, wellness, credit union membership and employee discount program. Visit CDOT Benefits for details. Some positions may qualify for Public Service Loan Forgiveness.

CDOT for All

The eligible list created from this announcement may be used to fill current and future vacancies for a period of up to 6 months.

About the Work Unit

The Transporation Region 4 (Northeastern Colorado) Maintenance Unit provides administrative and technical support for the maintenance section and region.  This unit interprets, coordinate and provide information to the travelling public, maintenance supervision, section employees, and departmental personnel relating to Colorado Department of Transportation policies and procedures using the most efficient, effective and resourceful methods possible.

Your duties and responsibilities will include, but are not limited to, the following

• Verify and enter compiled data while ensuring accuracy for Maintenance Management System, SAP, Adopt-A-Highway, credit card purchases, employee leave, accident reports, fuel usage, performance plans, and any other forms for tracking as necessary;
• Set-up, compile, track, and maintain necessary information for daily procedures by way of filing, computer programs, and reports;
• Circulate, store, post and purge files/documents as necessary per Records Management Protocol;
• Maintain confidentiality and adhere to record management rules and guidance;
• Assist in maintaining data naming conventions and ensuring data integrity of received information for efficient and adequate reporting.  
• Schedule and track employee DOT Physicals, CDL expirations and Pulmonary Function Testing and ensures timely renewals;
• Track, process, and input all purchases in the assigned maintenance area including credit cards, purchase orders, and contracts; 
• Prepare, monitor and verify invoice charges and coding. Maintain direct interaction with vendors and Regional Business Office to resolve discrepancies; 
• Process and input incentive awards, petty cash and expense vouchers;  
• Order, stock and maintain office inventory;
• Create Purchase Orders, pays invoices and tracks PO balances; 
• Prepare Employee Expense Reports, ensuring use of proper rates and coding, and obtains required signatures for processing; 
• Verify invoices for completeness, accuracy and proper coding prior to payment; 
• Assist supervisor with credit card statements, ensuring all invoices are posted;
• Verify employee expenses for accuracy.
• Compile and monitor the accuracy of paperwork for new hires, promotions, transfers, terminations/resignations, worker’s compensation, Family Medical Leave, DOT physicals, and drug screens. Inform, clarify, and verify employee benefits;
• Perform timekeeping for the area in SAP;
• Check and verify the accuracy of work hours and coding for all employee payrolls; 
• Track and monitor all leave accruals, usage and balances. Prepare monthly on-call and overtime reports; 
• Administer and monitor testing procedures for new hire applicants;
• Provide thorough and accurate orientation to all new employees; 
• Exercise independent judment decisions to drive quality customer service while developing and establishing procedures for the collection, coordination and establishing and tracking of critical files, records and information;
• Assist Human Resources in proctoring promotional testing, verifying candidate eligibility, troubleshooting login issues and ensuring completion of required paperwork;   
• Communicate with Human Resources and Payroll to resolve employee time sheet issues;
• Evaluate, reconcile, purge and/or archive all related documentation in accordance with CDOT Records Management requirements;
• Assist in the completion of Exiting Employee paperwork, due to resignation or retirement;
• Communicate and explain CDOT practices and regulations with the general public by processing/directing citizen concerns, inquiries, and complaints pertaining to maintenance operations and/or road conditions;
• Refer internal/external inquiries and telephone calls to the appropriate person or department for additional information and/or handling; 
• Maintain professional and courteous standards in routing all inquiries;
• Interpret, clarify, and communicate office and CDOT policies to all employees;   
• Maintain good public relations with various government agencies and the public; 
• Provide directional information, assist complainants or direct them to the proper person for resolution. 
• Other job duties as assigned.

• Primarily 8:00 am - 5:00 pm, Monday - Friday with the opportunity for a flexible schedule 
• This position works in-office
• Travel required to attend regional meetings, training sesstions, and provide on-site administrative coverage for other locations during staff absences.
• Must be able to operate a CDOT vehicle

Experience Only:

• Three (3) years of general clerical experience, where the primary responsibilities included ALL of the following:
  • Working with computer software and applications (e.g. Microsoft Word, Excel, PowerPoint, SAP, Google Applications, etc.)
  • Creating memos and correspondence
  • Using spreadsheets to track information
  • Processing invoices for payments
  • Providing on-going customer service in person, on the phone and via email to internal and external customers

Education and Experience:

• A combination of related education (Business, Management, Office Administration, Accounting, Human Resources, etc.) and/or relevant experience (administrative/clerical work) in an occupation related to the work assigned equal to three (3) years. t least three years of experience and education that includes a combination of the following:
  • Coursework from a U.S. accredited college or university in a field of study related to the duties of this position will be considered.  A copy of your transcript must be attached to your online application in order to verify the coursework.

Please Note: The required experience must be substantiated within the work experience section of your application. “See Resume” statements on the application or resumes in lieu of a complete application may not be accepted. Additional information submitted after the closing date of this announcement will not be considered in the review of your application. In addition, part-time work will be prorated.

College Transcripts: If you are using education to qualify, a legible copy of your official or unofficial college transcript(s) or an official foreign credential evaluation report must be submitted with your application. Transcripts must show the name of the school, completed credit hours, and (if applicable) that a degree was conferred. Transcripts from colleges or universities outside of the United States must have been assessed for U.S. equivalency by a NACES educational credential evaluation service. The credential evaluation report must be an official report. Failure to provide a transcript or official foreign credential evaluation report may result in your application being rejected and you will not be able to continue in the selection process for this position.

• Must pass a pre-employment screening which may include social security number trace, criminal records check, public court records check, educational records, and driving records checks. More information in the supplemental information section.
• A current valid driver’s license is required for all Colorado Department of Transportation (CDOT) positions which require operating a state or personal motor vehicle to perform one or more essential functions of the position. 

• Demonstrated success with the duties listed in the Description of the Job section;
• Years of State service experience related to the duties of this position;
• Highest work/personal ethics and integrity;
• Strong technical knowledge of administrative and clerical procedures and systems.
• Knowledge of State Personnel and Fiscal Rules:
• Experience with handling confidential personnel and financial documents.
• Flexibility in adapting to changing work assignments.
• Strong ability to take initiative to solve problems.
• Proven ability to manage multiple assignments, priorities, and projects in a fast-paced environment.
• Excellent customer service, interpersonal, and professional relationship-building skills.
• Ability to manage and prioritize work assignments independently.
• Strong attention to detail and accuracy.
• Analytic thinking and problem solving skills.
• Effective presentation and communcation skills, both written and oral;
• Excellent time and organizational skills.
• Ability to work effectively in both independent and team situations.
• Excellent computer skills including fluency in Microsoft Office Suite (e.g. Word, Excel, PowerPoint, SharePoint), Gmail and Google Applications, SAP, and the ability to quickly learn new software.

Applicant Checklist

Complete Applications must include the following documents:

1. A complete CDOT Application for Announced Vacancy (please submit online using the green 'APPLY' button at the top of this announcement)

2. A complete Supplemental Questionnaire (The questionnaire is part of the online application. You will be prompted to answer them as you are completing your online application.)

3. A cover letter that describes your interest in this position, how your experience aligns with the minimum and preferred qualifications of this position. Cover letters must be uploaded as an attachment to your online application. Cover letters will not be accepted after the closing date and time of the announcement. 

4. A detailed chronological resume. Resumes must be uploaded as an attachment to your online application. 

5. If you are using education to qualify, a copy of your official or unofficial transcript showing completed coursework and credit hours, that your degree has been conferred (if applicable), and the name of your school, or your NACES accreditation. Please submit this as an attachment to your online application.

6. If you are a veteran, a copy of your DD214. Please submit this as an attachment to your online application.

Please note that you may redact information on your attachments that identifies your age, date of birth, or dates of attendance at or graduation from an educational institution.

Only complete applications submitted by the closing date for this announcement will be given consideration. Every effort must be made to submit all application materials by the announcement close date. Where unusual circumstances prevent timely acquisition of transcripts, they must be submitted within five business days of the announcement close date. Resumes will not be accepted in lieu of a completed application. Failure to submit properly completed documents by the closing date of this announcement may result in your application being rejected.

The State of Colorado strives to create a Colorado for All by building and maintaining workplaces that value and respect all Coloradans through a commitment to equal opportunity and hiring based on merit and fitness.

The State is resolute in non-discriminatory practices in everything we do, including hiring, employment, and advancement opportunities.

Notifications:

The Hiring Process:

1. All applications that are received by the closing of this announcement will be reviewed against the minimum qualifications in this announcement. Candidates who meet the minimum qualifications proceed to the next step. 

2. Colorado Revised Statutes require that state employees are hired and promoted based on merit and fitness through a comparative analysis process.

• Part, or all, of the comparative analysis for this position may be a structured application review, which involves a review of the information you submit in your application materials by Subject Matter Experts (SMEs) against the preferred qualifications.

• Be sure your application materials specifically address your qualifications, experience, work products, and accomplishments as they relate to the Major Duties, Minimum Qualifications, and Preferred Qualifications sections as listed above. Failure to include adequate information or follow instructions by the deadline for application may result in your application not being accepted for this position and may affect your inclusion as a qualified candidate in any step of the selection process and placement on the eligible list. 

1. A top group, up to six candidates, will be invited to schedule an interview with the hiring manager.

Transfer, Non-Disciplinary Demotion or Reinstatement 

If you believe that you are eligible to be considered as a transfer, non-disciplinary demotion, or reinstatement to this vacancy, you must submit a completed application following the directions in this job announcement and you will be included in the selection process along with other qualified applicants. If you are the finalist for this position after the selection process, Human Resources will confirm your eligibility to be appointed as a transfer, non-disciplinary demotion, or reinstatement applicant. 

Employment Screening

If an applicant reaches the finalist stage of the hiring process, the Colorado Department of Transportation may procure a consumer report and/or investigative consumer report on the applicant in connection with his/her application for employment purposes, as defined under the Fair Credit Reporting Act. These reports may be obtained at any time after receipt of the applicant's authorization. As part of the employment screening an applicant will be requested to disclose any deferred judgments and convictions as well as an explanation of the circumstances around any arrest or conviction. In the event that a screening returns information that the applicant believes is not accurate, he or she will have an opportunity to dispute the information with “Accurate.” Accurate, a consumer reporting agency, will obtain the report for CDOT. Further information regarding Accurate including its privacy policy, may be found online at www.accurate.com. Accurate is located at 200 Spectrum Center Drive Suite 1100, Irvine, CA  92618. The report may contain information bearing on the applicant's character, general reputation, personal characteristics, and mode of living.  The information that may be included in the report includes social security number trace, criminal records check, public court records checks, educational records, and driving records checks. CDOT will only request credit reports insofar as they relate to the position for which the applicant is applying. The information contained in the report will be obtained from private and/or public record sources. The applicant will have the right, upon written request made within a reasonable time after receipt of a notice, to request disclosure of the nature and scope of any investigative consumer report.

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 ([email protected]), 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.

ADAAA Accommodations

CDOT is committed to the full inclusion of all qualified individuals. As part of this commitment, our agency will assist individuals who have a disability as defined by the ADA Amendments Act of 2008 (ADAAA) with any reasonable accommodation requests related to employment, including completing the application process, interviewing, completing any pre-employment testing, or 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 Angeltia Sims at [email protected]

Former State Employees

Former employees of the Colorado Department of Transportation System or any other State of Colorado Department or Agency, who were disciplinarily terminated or resigned in lieu of termination, must disclose this information on his/her application.

AS (SAP #50000425/PCR #66235)