Administrative Assistant III

State of Colorado Job Opportunities - Denver, CO

Full-time
Department Information

This position is only open to Colorado state residents.

This announcement is open until October 14, 2019 or until 50 applications have been received, whichever occurs first.

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!

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: https://www.colorado.gov/dhr/evp

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 with no cost preventative services
State paid Life Insurance with optional additional life insurance
State paid Short Term Disability coverage, with optional long term disability plan
Participation in PERA with 2 retirement plan options, and voluntary PERA 401K and 457 plans
Credit Union membership
Work life programs
State Employee Assistance programs at no cost
Tuition and certification reimbursement program
Access to a diverse array of technical, leadership, supervisory and specialty training across the state, in addition to personal development and productivity learning opportunities
State employee discount programs

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

To learn about the total compensation package for State government employment visit: https://www.colorado.gov/dhr/totalcompensation
Description of Job
This position provides administrative assistance and support to the HQ Business Office staff including file management, providing customer service to internal and external customers, performing office management functions, applying knowledge of and/or interpreting basic financial principles, rules, regulations, policies, and objectives specific to the business office functions and provide information, and/or advise others on technical program issues or matters. May also include word processing, database management and coordinating travel, etc...

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

Establish and maintain effective and cooperative working relationships with all levels of stakeholders, 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, maintaining professional and courteous standards in routing all inquiries;
Clarify and communicate CDOT policies and office procedures to the public, employees, and other agencies;
Provide administrative assistant and support to the HQ Business Office Staff and management;
Perform word processing, data entry, and coding to create reports, memos, forms, and correspondence;
Create, coordinate, and/or schedule calendar appointments, video conference rooms, meetings and/or trainings via telephone, email and in person, resolving scheduling problems and tracking all training room requests;
Review all expense reports for accuracy, ensuring correct amounts are charged and coded;
Perform record keeping by compiling, sorting, and scanning confidential information into files and reports.
Perform computer data entry using Microsoft Excel, Word, PowerPoint, SharePoint, SAP, Google Applications, and other software programs.
Maintain data entry spreadsheets, office contact lists, and other database systems for methods of documenting, contacting and tracking.
File, retrieve, and prepare documents, correspondence and reports.
Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution.
Perform general office duties such as performing basic bookkeeping work in SAP.
Receive, open, stamp, sort, and distribute mail.
Perform safe work practices; stay aware of and report potential safety hazards in and around the office.
Other duties as assigned.

Work Environment:
Primarily 8:00 am – 5:00 pm work hours, Monday-Friday in an office setting
Occasional travel required during work hours
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 (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
Substitution: College or university course work in Public Administration, Business Administration, Communications, Psychology, or other field of study related to the duties of this position may substitute for the experience on a year-for-year basis. NOTE: If using education to help qualify for this position, you MUST submit a legible copy of your unofficial college transcript(s) or credential evaluation report with your application. The transcript must include your completed coursework and credit hours, and degree conferral if applicable. 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.

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; the ability to keep confidentiality is a must with this position;
Strong technical knowledge of administrative and clerical procedures and systems;
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;
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;
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.

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 www.InfoCubic.com. Info Cubic is located at 116 Inverness Drive East, Suite 206, Englewood, 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 "state.co.us" and "info@governmentjobs.com" 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) If using education to help meet qualifications, a copy of your official or unofficial transcript showing completed coursework and credit hours, degree conferral (if applicable0, or your NACES accreditation report.

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.

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.

ADAAA Accommodations: Any person with a disability as defined by the ADA Amendments Act of 2008 (ADAAA) may be provided a reasonable accommodation upon request to enable the person to complete an employment assessment. To request an accommodation, please contact Erin Hardin at (303) 757-9797 or erin.hardin@state.co.us at least five business days before the assessment date to allow us to evaluate your request and prepare for the accommodation. You may be asked to provide additional information, including medical documentation, regarding functional limitations and type of accommodation needed. Please ensure that you have this information available well in advance of the assessment date.

CDOT IS AN EQUAL OPPORTUNITY AND AFFIRMATIVE ACTION EMPLOYER COMMITTED TO A DIVERSE AND INCLUSIVE WORKFORCE.

XR (SAP #50004535/PCR #32587)