Administrative Assistant III - Aurora

Department Information

Description of Job

The unit exists to support CDOT’s eight maintenance sections, five traffic sections and six engineering regions in the following areas, which include but are not limited to: Budget Services, Maintenance Training Services, Maintenance Asset Management Services, Fleet Services, Motor Pool, New Equipment Receiving, Maintenance Engineering Services, Sign Shop, Winter Operation Services, ITS & Network Services, Office of Emergency Management Services, Real Time Operation Services, Statewide Op Center/TIM, HQ Facilities, Property Management all Division Units.

• Provides clerical support to the Maintenance Division managers.
• Revises documents provided by the Deputy Director of Maintenance and Supervisors, makes copies, pulls files, collates pages, and creates manual reports and correspondence.
• Take notes at meetings.
• Produces Maintenance Division correspondence and reports with Microsoft Word, Excel, Google Sheets, Google Docs, and/or other software needed to create appropriate information and/or reporting.
• Drafts letters, memos, emails, spreadsheets, and other documents regarding personnel, leave balances, exempt time off, and/or different information requested or directed by the Deputy Director of Maintenance.
• Administers Workers Comp, STD, and FMLA paperwork with additional guidance from Risk Management and FMLA coordinator.
• Possess a working knowledge of DHR and DPA rules on FML and other leave practices.
• Back up to Division Program Assistant & other Deputy Director Ops Admin. Assist Program Assistant with meeting arrangements, official functions, special events, and travel arrangements.
• Review employee expense reports and verify accuracy; provide backup to the program assistant for office manager meeting minutes.
• Schedule appointments, meetings, meeting facilities, video conferencing, teleconferencing, and hotel reservations for DMO.
• Assists with conference room scheduling, set up, and use of video conferencing equipment, teleconferencing equipment, and other equipment as needed for all personnel in the Division of Maintenance and Operations and others using our facilities.
• Registers personnel for training within CDOT and training provided by vendors.
• Prepares official function request form by CDOT policies and makes event arrangements (purchase food, catering, and venue);
• Assists in preparing expense reports to reimburse personnel for travel required to perform their work or receive needed training.
• Reviews time sheets for Division of Maintenance and Operations personnel.
• Checks for and answers questions about proper coding and timesheet submittal.
• Train new employees to document their time worked in the SAP timesheet and when timesheets are due.
• Communicate with Human Resources and Payroll to resolve employee timesheet issues.
• Talks with employees to correct time sheets or make corrections/or amend time sheets to reflect the actual time worked or used, including Worker’s Comp and Short-Term Disability.
• Tracks all personnel exempt from additional requested hours and then track them accordingly for each individual who approves their request.

• 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
• In-State travel may be required 3-4 times a year
• Must be able to operate a CDOT vehicle

Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights

Minimum Qualifications

• Three 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

• At 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.
• Experience with handling confidential personnel and financial documents.
• 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.
• 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.
• Strong visual presentation skills.
• Excellent time and organizational skills.
• Excellent oral and written communication skills.
• Ability to work effectively in both independent and team situations.
• Fluency in Microsoft Office Suite (Word, Excel, PowerPoint), Gmail and Google Applications, SAP, and the ability to quickly learn other software systems.

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 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.