Materials Documentation Technician (Administrator III), Pueblo

This position is only open to Colorado state residents.

This position is covered by the Partnership Agreement between the State of Colorado and Colorado Workers for Innovative and New Solutions (COWins).

$56,028.00 - $72,828.00 Annually

New employees to the State will be paid biweekly. There are 26 biweekly pay periods in a year.

About CDOT 

Do you want to make a difference in Coloradans’ lives?  Do you have a passion for helping people and keeping them safe? At the Colorado Department of Transportation (CDOT), you’ll have the opportunity to do just that. The work our people do contributes to keeping Coloradans and visitors safe and provides freedom, connection, and experience through travel. Please visit our careers page to learn about CDOT and how we are making Colorado a great place to live, work and play, now and for the future! Also, check out our excellent benefits package!

CDOT for All

CDOT’s strength is our people, and our commitment to our people is to shape, support, and sustain the employee experience, and ultimately, create a supportive workplace where everyone, regardless of gender, race, ethnicity, religion, national origin, age, sexual orientation, gender identity, citizenship status, education, disability, socio-economic status, or any other identity, has the opportunity to thrive. 

Some positions may qualify for the Public Service Loan Forgiveness Program. For more information, go to https://studentaid.gov/pslf/ 

The eligible list created from this announcement may be used to fill current and future vacancies for a period of up to 6 months. 

This position will provide knowledge and assistance to all Region 2 CDOT employees and consultants regarding any materials finals documentation along with providing technical support. This includes performing the following:

• The purpose of this position is to check materials finals to ensure conformance with the CDOT Field Materials Manual, project specifications and field materials documents during project construction. 
• This position will perform a variety of documentation duties that will consist of both in office and field reviews. 
• This position will ensure that all required materials documentation inclusive of, but not limited to Form 250s, Form 379s, Form 473s, Form 474s, Buy American certificates, COC’s, CTRs, QC Data, price reductions, final estimates, and supporting documentation is present and accurate to allow closure of projects in conformance with CDOT documentation requirements. 
• This position will periodically visit projects sites to ensure that materials documentation requirements are being completed at the time of construction, which will help ensure timely, compliant, and accurate closure of projects. 
• This position will also advise project personnel on how to properly complete and store documentation, both physically and electronically to adhere to CDOT policies.
• This position will train and advise testers with interpreting and navigating the materials documentation requirements set forth in the CDOT Field Materials Manual and with the use of any software systems CDOT use to track, report, and document project materials testing results, currently LIMS/SiteManager.
• Attends preconstruction and prepaving meetings to assist with identifying and clarifying materials specifications, production and testing issues in advance.

Your duties and responsibilities will include, but are not limited to, the following:

Check Materials Finals of CDOT Projects

• Review project materials documentation during and after project construction to verify that CDOT Field Materials Manual (FMM) requirements and construction project specifications for Owner Acceptance (OA) are completed. This action supports the FHWA/CDOT Stewardship agreement for compliance with material testing. 
• Required to follow the latest Field Materials Manual policies/requirements. 
• Check materials documents for finals, which consists of but is not limited to the following materials to be reviewed: Form 250s, Form 379s, Form 473s, Form 474s, Buy American certificates, COC’s, CTRs, QC Data, price reductions, incentive/disincentive payments, final estimates, and supporting documentation. 
• Ensure that the proper number and types of tests were completed for each of the relevant forms and that all exceptions are noted and accepted by the Project Engineer for each project. 
• Issue “Materials Documentation Request” forms to the relevant project personnel noting which items are deficient and in need of resolution to be in conformance with CDOT policies. May assist with advisement of how to resolve stated discrepancies. 
• Maintain fluency in SMM, LIMS, ProjectWise, ProjectShare and all other electronic documentation platforms utilized by CDOT. To execute checking of materials finals, will review the plans and specifications of relevant projects.
  

Verification of Field Material Documentation Collection

• Conduct on-site reviews of project’s field materials documentation, during construction, and will compare current documentation to the elements installed on the project. 
• Use project construction and testing knowledge to compare the quantity of materials represented in the plans to the quantity of materials installed on the site. Materials documents as stated in Primary Job Duty A shall be inspected at this time to ensure compliance with CDOT policies. If discrepancies between field documentation and installed materials quantities exists, this position will advise in writing how to rectify deficiencies prior to final submission of the materials finals documentation for review. 
• Inspect and ensure that exceptions to the materials finals documentation processes are being appropriately documented and are in conformance with CDOT policies during this review. 
• Issue written findings to relevant personnel to better ensure conformance to CDOT policies.

Final Engineering Administration

• Assist project personnel with construction administration.
• Assist Finals Engineer by entering the construction project starting date in SiteManager and save the construction project NTP and award letter in ProjectWise.
• Assist with activating projects in SiteManager and assist granting contract authority in SiteManager and/or ProjectWise at PE’s request
• Assist with entering the acceptance date in SiteManager and sending out the final settlement letter. 
• Assist with generating the final estimate in SiteManager.
• Assist Finals Engineer and Project Engineers route project Change Orders via Adobe Sign and notify Area Engineer of record locations (ProjectWise URN) of all project change orders completed
• Assist in scheduling progress reviews and tracking to ensure the amount of documentation oversight (frequency of progress reviews) is appropriate to expedite the submittal of the projects’ Final documentation to the Region
• Review project documentation while the project is in construction and ensure that everything is being completed and submitted according to federal and state rules and regulations.
• This duty requires a driver’s license as the position regularly drives to project sites to review the project documentation.

Training of Field Testers and Project Personnel

• Under the guidance of the Regional Materials Engineer and Finals Engineer, provide training to project personnel on CDOT documentation requirements and paper/electronic documentation platforms that CDOT utilizes. These platforms consist of but are not limited to SiteManager Materials (or equivalent), LIMS, and ProjectShare. 
• Document what the most encountered issues are and will advise on how to improve the systems by participation in committees on an annual basis.
• A valid driver’s license is required to complete these job duties.

Maintaining Organization of Materials Finals Submittals

• Develop and maintain a tracking system for material finals submittals with consultation with the Regional Materials Engineer and Finals Engineer. .
• Facilitate 473/474 Adobe Sign document. Set up form recipients at the appropriate time as outlined in the FFM. Ensure form is completed accurately and is retained in the project record.
• Ensure that material finals are submitted and reviewed to comply with FHWA/CDOT Stewardship agreement and CDOT Specifications within a timely manner. 
• After completion of materials finals, track and file the project plans, specifications, and materials finals as appropriate with Materials Units policies.

Process Improvement

• Assist the Region Construction Finals Coordinator, the Region Materials Engineer, and Staff Materials to improve the CDOT documentation process. This will entail reworking existing requirements and developing new requirements. 
• Process improvement will require that this person attend the bimonthly Materials Advisory Committee (MAC) meeting to stay current on upcoming materials changes to determine if these changes will affect existing documentation requirements.