Administrative Assistant III Work Lead, Aurora Maintenance

State of Colorado Job Opportunities - Aurora, CO (30+ days ago)3.5


Department Information

This position is only open to Colorado state residents.

This announcement is open until June 25, 2018, or until 100 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
  • 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
  • Training

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

#LI-DNP

Description of Job This position is located in the Region 1 Denver Metro Maintenance Section (Region 1/Section 5) and is responsible for supporting the goal of maintaining safe and efficient operation of the State's public transportation infrastructure and facilities. The Administrative Assistant III Work Lead position provides administrative and technical support the Maintenance Section and also serves as the Work Leader for three administrative assistant positions (1 full-time and 2 part-time). This position provides customer service via phone, email and in person to internal and external customers.

Major duties and responsibilities include, but are not limited to:
  • Determine the overall work plan and expectations for assigned personnel and adjust priorities in the moment as necessary; provide input concerning decisions on performance evaluations, dispute resolution, morale, motivation/attitude, recruitment and retention, training, overtime, leave, and safety; assist in monitoring the work of office personnel for quality control and efficiency;
  • Coach, mentor, train, and guide others on administrative office functions; implement policies and procedures in a fair and consistent way;
  • Foster a positive working environment;
  • Maintain confidentiality of personnel information;
  • Take the lead in creating, updating, and managing all office procedures, including creating manuals and training for maintenance administrative personnel; identify the need for new or modified procedures or processes;
  • Oversee all Section personnel actions; support the Administrative Assistant in charge of coordinating the hiring process; use SAP software to submit personnel actions; oversee scheduling and tracking of DOT physicals and drug testing; keep accurate and up-to-date personnel files;
  • Serve as timekeeper for maintenance supervisors and field administrative assistants; complete timesheets following rules and regulations for Family Medical Leave (FML), Worker's Compensation, and Short Term Disability;
  • Participate in tracking and processing corrective and disciplinary actions;
  • Administer FML and Worker's Compensation for maintenance employees and/or coordinate with the field administrative assistants and Regional FML Liaison to correctly complete the process; attend FML and Worker's Compensation training;
  • Ensure laws, rules, and regulations have been following, proper documentation has been submitted, and that the employee understands the process for FML, Worker's Compensation, Leave Without Pay, and Damage Claims;
  • Respond to requests for information and ensure deadlines are met;
  • Maintain and audit files to find discrepancies in documentation and correct them;
  • Provide various reports and updates to the Maintenance Superintendent and Deputy Maintenance Superintendents; maintain organizational charts;
  • Communicate effectively and professionally with a variety of internal and external customers; set the example for exceptional customer service via phone, email, and in person; coordinate with CDOT Customer Service Representatives;
  • Communicate emergency and urgent situations to appropriate personnel in a calm and fact-based manner;
  • Track all maintenance functions, staffing, and needs;
  • Ensure distribution of mail and other information;
  • Plan, facilitate, and support meetings and other functions, including reserving space, planning refreshments, creating presentation materials, and following procurement procedures; reserve hotel rooms and make travel arrangements as necessary;
  • Assist Training Coordinators in enrolling section maintenance personnel in appropriate training classes;
  • Participate, plan, and attend committees and events; create or assist with the Regional newsletter;
  • Verify and pay invoices;
  • Other job duties as assigned.

Work Environment:
  • Primarily 7:30 am – 4:30 pm work hours, Monday-Friday
  • Travel required during work hours throughout Metro Denver/Front Range

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.
  • Three years of full-time professional clerical experience where the primary responsibilities included providing direct administrative support in ALL of the following:
    • Working with computer software and applications (e.g. Microsoft Word, Excel, Google, etc.),
    • Creating memos and correspondence,
    • Using spreadsheets to track information,
    • Providing on-going customer service in person, on the phone, and via email to internal and external customers.
Substitution: Appropriate education in Business Management disciplines will substitute for experience on a year-for-year basis. If using education to qualify you MUST submit a transcript showing completed coursework.

NOTE: If using education to qualify, 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.

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;
  • Maintain confidentiality;
  • Knowledge of State Personnel and Fiscal Rules
  • Experience with handling confidential and financial documents;
  • Proven ability to manage multiple assignments, priorities, and projects in a demanding environment;
  • 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 work with general public, professional, consultants, and staff, with sensitivity to their needs and priorities;
  • Professional, positive attitude, and independently self-motivated;
  • Excellent written/oral communication skills;
  • Direct administrative support experience;
  • Experience coaching and mentoring others;
  • Excellent customer service, and interpersonal and relationship building skills;
  • Strong time and project management skills, including prioritization and multi-tasking ability;
  • Excellent reasoning, investigative, analytical, and problem solving ability;
  • Excellent facilitation, presentation, and communication skills, both written and oral;
  • Strong attention to technical detail and accuracy;
  • Passion for safety;
  • Ability to work effectively in both independent and team situations;
  • Excellent computer skills including fluency in Microsoft Office Suite (Word, Excel, PowerPoint), Gmail, SAP, and Google Apps, and the ability to quickly learn new 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 www.InfoCubic.com. 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 "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)

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 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.

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 #50000471/PCR #26204)