Program Assistant I

State of Colorado Job Opportunities - Denver, CO3.5

30+ days agoFull-time
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 to learn about CDOT and how we are making Colorado a great place to live, work and play, now and for the future!

State employees make Colorado an amazing place to learn, work, and play. We want every day to feel like an opportunity. We want to be surrounded by innovation, vibrant optimism, and creativity. Most of all we want to feel like we're doing what we're meant to be doing. It's our nature. Working for Colorado means being surrounded by people who share your vision. It's where making a difference meets a pioneering spirit. Reach your peak state and together let's share everything we love about Colorado. To learn about the State's Employee Value Proposition visit:
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
Free RTD EcoPass
Tuition reimbursement programs

To learn more about our benefits visit:
To learn about the total compensation package for State government employment visit:

Description of Job

The Program Assistant I works in the Staff Bridge Branch of the Colorado Department of Transportation (CDOT) in Denver, CO. The Branch provides CDOT's in-house structural engineering and structure asset management-related programs and services; oversees and manages these programs on a state-wide basis, providing program direction and support, technical support, quality assurance, design services and construction support and training for CDOT's structure related activities. The Branch establishes, design and construction standards, policies & procedures to assure consistency in the development of CDOT's multi-modal structure plans, specifications & estimates throughout the Department's offices across the state.

The Program Assistant I provides program assistance to the Branch Manager and serves as a liaison between the Branch Manager and the Business Office, Human Resources, and Accounting. This position is responsible for the Unit's office administration and office activities related to budget & accounting, personnel, training, and contracts. This position provides back-up to the Administrative Assistant as needed.

Major Duties and responsibilities:
Monitors and analyzes the Branch budget by tracking expenditures, reviewing cost center and project ledgers, and researching and correcting discrepancies with the Business Office, Accounting and Procurement Branches.
Ensures all the Branch project and cost center financial transactions, purchase orders, and personnel services contracts have appropriate approval, are within budget, and are in accordance with all applicable policies and procedures.
Help Branch Manager to forecast expenditures for annual operation budget.
Tracks the status of all of the Branch's task-order consultant contracts.
Administers and track expenses for the Branch's petty cash fund, securing receipts for all transactions and maintaining an adequate petty cash balance.
Maintains files for the Branch including current job descriptions, safety equipment notices and emergency contact information for each positon.
Serves as Branch timekeeper ensuring that timesheets are received when due and assisting staff with appropriate coding.
Administers and maintains the Branch's workhour tracking, ensuring that information obtained from timesheets is complete and accurate and creating workhour reports.
Stays up to date on personnel policies and procedures and provides information to Branch staff.
Provides office administration for the Staff Bridge Branch including:
  • Developing office and records management procedures.
  • Maintaining Branch computer and hard copy files, the Branch's Bridge Policy and Standards archive and Branch resource material
  • Supporting the Branch's SAP-related activities including serving as Branch's SAP resource for accounting and human resource actions and providing assistance to Branch employees on SAP.
  • Completing data entry and tracking of various information, and creating/ reports, correspondence and other documents using MSWord, Excel and PowerPoint.
  • Scheduling appointments, meetings, meeting facilities, interviews and video conferencing.
  • Assisting internal and external customers via phone, email and in person with inquiries related to Branch services or problems and/or routing inquires to the appropriate staff member.
Serves as Training Coordinator for the Branch, performing liaison activities with the training office and other organizations; providing notices of training opportunities approved by Branch Manager to staff; facilitating and monitoring employee enrollment as needed and providing required training reports.
Provides the out-of-state travel arrangements for all Branch employees, and assists employees as needed with in-state travel
Checks employee expense reports for conformance with fiscal rules.
Other duties as assigned.

Work Environment:
Primarily 8:00 am – 5:00 pm work hours, Monday-Friday
Drives state vehicles to purchase items or to arrange for special events.
Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights

The minimum qualifying 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.

Must have four (4) years of full-time professional general clerical or administrative support experience, which included at least one year of high-level administrative support experience (see below for description).

High-level administrative support experience involves providing direct administrative support to a manager, including all of the following:

developing office procedures or procedural manuals,
managing calendar and appointments,
creating correspondence or reports,
tracking data or projects,
administering or monitoring office budget
working with a variety of computer packages and applications (e.g. Microsoft Office).

Substitution: College, university, or non-correspondence business course work may substitute on a year-for-year basis for the three years of general clerical or administrative service experience, but will not substitute for the year of high-level administrative/executive assistant experience.

NOTE: If applying under substitutions, a legible copy of your unofficial college transcript(s) or credential evaluation report must be submitted with your application. Transcripts from colleges or universities outside of the United States must be assessed for U.S. equivalency by a NACES educational credential evaluation service. Failure to provide a transcript or credential evaluation report will result in your application being rejected and you will not be able to continue in the selection process for this position. Transcripts must sow the name of the school.

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 experience administrative professional with 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;
Excellent high level administrative, clerical, and budget management/tracking skills;
Superior customer service skills;
Ability to manage work assignments independently;
Strong organizational, time and project management skills;
Proven ability to manage multiple assignments, priorities, and projects in a demanding environment;
Excellent written and oral communication skills;
Ability to work under tight deadlines and be adaptable to changing assignments;
Ability to take initiative to solve problems in an innovative manner;
Ability to maintain confidentiality;
Effective interpersonal and relationship building skills;
Strong reasoning, analytical, and problem solving ability;
Ability to work effectively in both independent and team situations;
Ability to partner and communicate with a variety of internal and external customers;
Ability to identify and apply policies, procedures, and regulations;
Strong attention to technical detail and accuracy;
Fluency in Microsoft Office Suite (Word, Excel, PowerPoint, Access), Gmail, SAP, and the ability to quickly learn other software systems.

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 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 "Info Cubic".

Info Cubic, a consumer reporting agency, will obtain the report for CDOT. Further information regarding Info Cubic, LLC, including its privacy policy, may be found online at Info Cubic is located at 9250 E. Costilla Ave., Suite 525, Greenwood Village, CO 80112, and can be reached at 877.360.4636.

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.

Supplemental Information

Notifications: 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 "" and "" addresses. It is your responsibility to ensure that your email will accept these notices and/or review your junk mail and spam filtered email.

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)
3) A Cover Letter: The education, experience, abilities, and accomplishments listed in this announcement have been identified as critical to successful performance in this position. Your cover letter should address your interest in and qualifications for this job with CDOT. Please be specific and detailed in describing experience, abilities, and accomplishments as they relate to this position's requirements and major duties as described in the announcement. Please attach to your on-line application.
4) If applying under Substitutions, a copy of your official or unofficial transcript showing that your degree has been conferred and the name of your school, or your NACES accreditation. Please attach to your on-line application or you may email or fax to the contact listed below.
Only complete applications will be given consideration. Every effort must be made to submit transcripts 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, 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.

Lynn Livingston
303-757-9110 (ph)
303-757-9018 (fax)

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

The Consolidated Appeal/Dispute Form is available at: . 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 Human Resources 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.


LL (SAP #50004137/PCR #.26538)