Administrative Assistant III – Limon (Maintenance)

Department Information

CDOT’s strength is our people, and our commitment to our people is to shape, support, and sustain the employee experience, and ultimately, create a supportive workplace where everyone, regardless of gender, race, ethnicity, religion, national origin, age, sexual orientation, gender identity, citizenship status, education, disability, socio-economic status, or any other identity, has the opportunity to thrive.

Description of Job

About the Position
The Administrative Assistant III provides administrative support and establishes general office record systems, implements professional standards in communication, answering inquiries from the public and state employees concerning departmental policies, procedures and general road conditions and making referrals to appropriate information sources. This position completes data entry and tracks various information and documents in a variety of computer systems, accurately process invoices, time sheets, personnel and other departmental forms. Position provides administrative support to the assigned maintenance area, including the foreman (LTC Ops I), junior foremen (TM IIIs), and maintenance employees. This osition must maintain confidentiality, ensure the maintenance area’s office functions perform smoothly, efficiently, and cost effectively.

• 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.

Work Environment

• 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

Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights

• 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

OR

• 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.

Conditions of Employment

• 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.

Preferred Qualifications
The exceptional applicant have the proven ability or accomplishment in the following:

• 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.

Supplemental Information

• A complete CDOT Application for Announced Vacancy (please submit online using the green ‘APPLY’ button at the top of this announcement)
• 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.)
• 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.
• A detailed chronological resume. Resumes must be uploaded as an attachment to your online application.
• 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.
• If you are a veteran, a copy of your DD214. Please submit this as an attachment to your online application.

All correspondence regarding your status in the selection/examination process will be via email. Include your current working email address on your application and check your email frequently as you could receive time sensitive correspondence regarding this position. We highly recommend that you set up your email to accept messages from "state.co.us" and "[email protected]" addresses. It is your responsibility to ensure that your email will accept these notices and/or review your junk mail and spam filtered email. Immediately after you submit your application you should receive an email that confirms that you successfully submitted an application for this position. If you do not, try submitting again until you receive the confirmation email. Be sure to also check your junk folder for email communications from the State of Colorado’s website.

• 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.
• 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.

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