Colorado State Administrative Assistant III: Platteville Maintenance Office in Other (see primary location below for details), Colorado

Administrative Assistant III: Platteville Maintenance Office

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Administrative Assistant III: Platteville Maintenance Office

Salary

$3,458.00 - $4,188.00 Monthly

Location

Other (see primary location below for details), CO

Job Type

Full Time

Department

Department of Transportation

Job Number

HAA-50002380-07/17

Closing

7/20/2017 11:59 PM Mountain

  • Description

  • Benefits

  • Questions

Department Information

This position is only open to Colorado state residents.

About CDOT

Are you looking for a challenge? Do you have a passion for helping people? Do you want to be part of a diverse team that is committed to making the transportation system in Colorado safe and efficient? Then, the Colorado Department of Transportation (CDOT) is the place for you! CDOT is devoted to incorporating technology, providing equal employment opportunities, developing leaders, and improving systems in order to provide outstanding customer service. By saving lives and making lives better by providing freedom, connection, and experience through travel, CDOT is committed to becoming the number #1 Department of Transportation in the country. In working towards this goal, we believe every one of our employees plays a critical role. CDOT's core values include safety, people, integrity, customer service, excellence and respect. Please visit https://www.codot.gov/ to learn about CDOT and how we are making Colorado a great place to live, work and play, now and for the future!

In addition to a fantastic place to work CDOT offers a variety of benefits which include:

  • Annual leave (accrued based on years of service, starting at 8 hours a month)

  • Sick leave accrued at 6.66 hours a month

  • 10 paid holidays per year

  • Medical and dental plans

  • State paid life insurance policy of $50,000

  • Choice of 2 retirement plans

  • 401K and 457 plans

  • State paid Short Term Disability coverage

  • Credit Union Membership

  • Work life programs

  • Tuition reimbursement programs

  • Training

To learn more about our benefits visit: https://www.colorado.gov/dhr/benefits

#LI-DNP

Description of Job

This position is located in the Region 4 Platteville Maintenance Area and ensures that the office runs smoothly, efficiently, and cost effectively.

Major duties and responsibilities include, but are not limited to:

  • Establish and maintain effective and cooperative working relationships with all levels of personnel, including internal customers, the public, and other agencies;

  • Serve as the first point of contact to the public and department staff, both in person and by telephone; clarify and communicate CDOT policies and office procedures to the public, employees, and other agencies; refer internal/external inquiries and telephone calls to the appropriate person or department for additional information or handling; research to resolve problems, answer questions, and find information for others; process/direct citizen concerns, inquiries, and complaints pertaining to maintenance operations and/or road conditions;

  • Perform word processing, data entry, and coding to create reports, memos, forms, and correspondence; set-up, compile, track, and maintain necessary information for daily procedures;

  • Perform record keeping by compiling and sorting confidential information into files and reports; compile and monitor the accuracy of paperwork for new hires, promotions, transfers, terminations/resignations, DOT physicals, and drug screens; maintain all employee area personnel files; assist HR with preparing suitability exam packets and facilitating the exam process; work in conjunction with the worker's compensation and Family Medical Leave liaison;

  • Serve as timekeeper for maintenance employees; 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;

  • Track, process, and input all purchases to the appropriate maintenance area including credit cards, purchase orders, and contracts; monitor and verify accuracy and completeness of invoice charges and coding; maintain direct interaction with vendors and the Regional Business Office to resolve discrepancies;

  • Create, revise, and implement office procedures;

  • Assure effective, expedient communications and positive public relations;

  • Perform general office duties, such as ordering supplies, scheduling appointments, maintaining records management systems, and performing basic bookkeeping work;

  • Fluency in Microsoft Excel, Word, Access, SAP, Google, Gmail and other software programs;

  • Other duties as assigned.

Work Environment:

  • Primarily 8:00 am – 5:00 pm work hours, Monday-Friday

  • Travel required during work hours throughout the Region and Metro Denver/Front Range

  • Occasional overnight travel 1-3 times a year throughout Colorado

  • Required to operate CDOT vehicles

Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights

This experience must be specifically documented on your application. Additional information submitted after the closing date of this announcement will not be considered in the review of your application.

  • At least three years of full-time professional general clerical experience where the primary responsibilities included all of the following:

  • Working with computer software and applications (e.g. Google, Microsoft Word, Excel, Access, 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.

  • Direct administrative support experience is highly preferred.

Stronger candidates will be those that demonstrate depth and breadth of skill and ability, through a combination of professional experience and formal training, to successfully perform the duties and responsibilities of this position.

The Exceptional Applicant will be an experienced Administrative Assistant and will possess the proven ability or accomplishment in the following:

  • Demonstrated success with the duties listed in the Description of the Job section;

  • Highest work/personal ethics and integrity;

  • Strong technical knowledge of administrative and clerical procedures and systems;

  • Knowledge of State Personnel and Fiscal Rules;

  • Excellent customer service, interpersonal, and relationship building skills;

  • Experience with handling confidential and financial documents;

  • Knowledge of budget monitoring and tracking, and basic bookkeeping skills;

  • Proven ability to manage multiple assignments, priorities, and projects in a fast-paced environment;

  • Ability to work under tight deadlines and be adaptable to changing assignments;

  • Ability to manage and prioritize work assignments independently;

  • Strong attention to detail and accuracy;

  • Analytic thinking and problem-solving;

  • Strong ability to take initiative to solve problems;

  • Strong visual presentation skills;

  • Excellent time, project management, and organizational skills;

  • Highly effective oral and written communication skills;

  • Ability to work effectively in both independent and team situations;

  • Excellent typing skills; ability to type at least 40 WPM;

  • Excellent computer skills including fluency in Microsoft Office Suite (e.g., Word, Excel, Access), MS Publisher, Adobe, SAP, Google, Gmail, and the ability to quickly learn new software

Supplemental Information

Applicant Checklist: Only complete applications submitted by the closing date for this announcement will be given consideration. 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.

Complete Applications must include the following documents:

1) A complete CDOT Application for Announced Vacancy (please submit online using the link in this announcement)

2) A complete Supplemental Questionnaire (must submit online as part of your application)

Only complete applications will be given consideration. Resumes will not be accepted in lieu of a completed application, but may be used to supplement information to the application. Failure to submit properly completed documents by the closing date of this announcement may result in your application being rejected.

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.

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.

The Assessment Process: Colorado Revised Statutes require that all state employees be hired and promoted through comparative analysis of merit and fitness. Part or all of the assessment for this position will include a review of your application material. Applications will be reviewed by a Human Resource Specialist and/or Subject Matter Experts to determine if you meet the minimum requirements for the position. They may also use the application material to assess and rank applicants who meet the minimum requirements, to cut to a top group for additional assessment, or establish an eligible list for referral to the hiring manager for final consideration.

Be sure your application material specifically addresses your qualifications, experience, work products, and accomplishments as they relate to the Major Duties, Education and Experience Requirements, and Exceptional Applicant sections as listed above. Upload additional pages if necessary to fully explain your experience and accomplishments. 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 of step of the selection process and placement on the eligible list.

Appeal Rights: If you receive notice that you have been eliminated from consideration for the position, you may protest the action by filing an appeal with the State Personnel Board/State Personnel Director within 10 days from the date you receive notice of the elimination.

Also, if you wish to challenge the selection and comparative analysis process, you may file an appeal with the State Personnel Board/State Personnel Director within 10 days from the receipt of notice or knowledge of the action you are challenging.

Refer to Chapters 4 and 8 of the State Personnel Board Rules and Personnel Director's Administrative Procedures, 4 CCR 801, for more information about the appeals process. The State Personnel Board Rules and Personnel Director's Administrative Procedures are available at www.colorado.gov/spb.

The Consolidated Appeal/Dispute Form is available at: www.colorado.gov/spb/forms-2 . Any appeals must be in writing and received no later than 10 calendar days from the date the examination was administered. Send appeals to the appropriate address as indicated on the Consolidated Appeal/Dispute Form. The above ten-day deadline and appeal procedures apply, as well, to all charges of discrimination.

ADA Accommodations: To request an accommodation, please contact the Center for Human Resource Management at (303)757-9216 or the contact listed on this announcement as soon as possible to be timely for the assessment process. Any person with a disability as defined by the Americans with Disabilities Act (ADA) may be provided a reasonable accommodation upon request to enable the person to participate in the hiring process. The person making the request may be asked to provide additional information regarding functional limitations and type of accommodation needed which will be kept confidential. Advance preparation may be required so requests for accommodation need to be timely for each part of the assessment.

YOU MUST BE A RESIDENT OF COLORADO TO APPLY. CDOT IS AN EQUAL OPPORTUNITY AND AFFIRMATIVE ACTION EMPLOYER COMMITTED TO ASSEMBLING A DIVERSE WORKFORCE.

ERIN (SAP #50002380/PCR #21511)