Administrative Assistant III - Boulder

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

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

About the Work Unit
This position is in CDOT’s Region 4, Maintenance Section 1 Boulder office and provides administrative and technical support, interpret, coordinate, facilitate, and provide factual information to the traveling public, maintenance supervisors, maintenance section employees, and department personnel.

About the Position
This position will perform a variety of administrative support duties and responsibilities to assist the Maintenance Section.
 
Your duties and responsibilities will include, but are not limited to, the following:

• Answer inquiries from employees and the public concerning departmental policies, procedures, and general road conditions and make referrals to appropriate information sources;
• Develop and implement office procedures and processes in order to increase efficiency;
• Schedule and arrange meetings, travel plans, and reservations and resolve any scheduling conflicts;
• Compose, edit, and type memos, letters and forms; process incoming and outgoing correspondence;
• File, photocopy, setting up new files, distribute, and prioritize documents as mandated;
• Provide effective customer service;
• Greet customers, (internal and external), dispense general information, road and weather conditions;
• Receive, process, determine urgency, and forward incoming telephone calls, and radio communications from CSP Dispatch and CDOT personnel; 
• Maintain a working knowledge of multi-button phone set, fax machine, copier, digital radio, printer, calculator, typewriter, cellular phone, computer and computer software programs; and office equipment;
• Collect, evaluate, collate, and create reports and other documentation;
• Complete data entry and track various information and documents in a variety of computer systems;
• Process invoices, section correspondence, timesheets, personnel and other departmental forms, extra legal permits, mail and packages, and copies of requested data;
• Provide support to multiple maintenance supervisors and maintenance section personnel;
• Compile and monitor the accuracy of paperwork for: new hires, promotions, transfers, terminations/resignations, worker’s compensation, Family Medical Leave, DOT physicals, and drug screens;
• Check and verify the accuracy of work hours and coding for all employee payrolls.
• Track and monitor all leave accruals, usage and balances.  Prepare monthly on-call and overtime reports.  
• Maintain confidentiality of information and documents;
• Other job duties as assigned.

• Your schedule will primarily be 8:00 AM – 5:00 PM work hours, Monday-Friday
• Required to operate CDOT vehicles

Minimum Qualifications
At least 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, Access, PowerPoint, SharePoint, 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

• Completed college coursework will substitute for the required experience on a year-for-year basis. To use this substitution, you must attach your transcript to your application (see specific information below).

• 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 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;
• 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 fast-paced environment;
• Excellent customer service, interpersonal, and relationship-building skills;
• Excellent time, project management, and organizational skills;
• Ability to manage and prioritize work assignments independently;
• Ability to adapt to changing work assignments;
• Strong attention to detail and accuracy;
• Analytic thinking and problem-solving skills;
• Strong ability to take initiative to solve problems;
• Effective presentation and communication skills, both written and oral;
• Ability to work effectively in both independent and team situations;
• Excellent computer skills including fluency in Microsoft Office Suite (e.g., Word, Excel, Access, PowerPoint), MS Publisher, Adobe, SAP, SharePoint, Google Applications and Gmail, and the ability to quickly learn new software.

Applicant Checklist 
 
Complete Applications must include the following documents:

1. A complete CDOT Application for Announced Vacancy (please submit online using the green 'APPLY' button at the top of this announcement)
2. 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.)
3. 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. 
4. A detailed chronological resume. 
5. If you are using education to qualify, 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 submit this as an attachment to your online application.
6. If you are a veteran, a copy of your DD214. Please submit this as an attachment to your online application.

1. 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.  
2. 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. 

1. A top group, up to six candidates, will be invited to schedule an interview with the hiring manager.

Salary : $48,396 - $51,600