Business Support Technician (Technician IV) - 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). 

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 one or more positions. 

#LI-POST

About the Work Unit:The work unit exists to ensure the financial integrity of all Region business transactions in meeting the Region’s fiduciary responsibilities to the public. This unit acts as liaison to CDOT offices of the Controller, Financial Management and Budget, Procurement, Agreements, and Chief Financial Officer. Additionally, overall business services are provided to the RTD, Program Engineer North, South, and Central Section, Maintenance Section, Planning and Environmental Section, Civil Rights Unit, Safety Unit and Traffic Section and all other duties as assigned. The Chief Engineer has specified the financial responsibilities of Region Business Offices to be inclusive. The work unit provides the following core functions:
 

• Financial advice to the RTD and Division Directors
• Financial reporting
• STIP and TIP amendments and coordination
• Region Program Management Office (PMO)
• Budget planning and coordination
• Project programming and expenditures/program delivery/cash management
• Contracting and purchasing
• Accounts payable and receivable

About the Position

This position provides technical and programmatic support to the Region in the areas of procurement and contract compliance, commercial card program, cell phone program, accounts payable, financial reporting, electronic document storage, and cross-training. This position provides exceptional customer service to both internal and external customers and provides guidance related to procurement, accounts payable, and other business office programs.

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

Procurement & Contract Compliance 

• Review consultant task order billing, Local Agency billings, and Non-Project Purchase Orders (including SB-8 Intergovernmental Agreements) for contract compliance and compliance with Procurement Rules. Review invoices for various terms that may be in the contract, which may include: 
• Verifying that the scope of work performed matches the scope defined in the contract.
• Verifying that work performed occurred during the approved timeframe listed in the contract and before contract expiration. 
• Ensuring vendors and subconsultants utilized are properly listed in master contracts and individual task orders properly.  
• Ensuring fixed fees, mileage charges, and per diems are charged in accordance with the contract.
• Verifying that required back up documentation such as payments to vendors/contractors/consultants and timesheets have been provided.
• Verifying that required CDOT forms such as the Form 1313 are completed accurately.
• Work with Project Managers, Vendors, and Local Entities to remedy any task order or purchase order issues.  
• Report any task order or purchase order issues not in compliance to the Business Manager.
• Create Shopping Carts in SRM. The type of goods or services being purchased and dollar amount will determine the type of shopping cart that is needed in SRM, the required supporting documentation that is needed, and the proper purchasing group in procurement or agreements that is needed to process the shopping cart. 
• Assist Region employees with purchasing goods and services. Purchasing rules will determine if items can be procured with documented quotes from vendors or if official bids are required utilizing the bids system. Different situations may also dictate the type of procurement that is needed, such as response to an emergency as declared by the Chief Engineer. Position will work with buyers in the Region to review requirements and procedures.  
• Review Consultant Task Order requests. An existing contract can also determine what documents are needed to proceed, such as project cost work sheets and scope of work for consultant related shopping carts.  
• Interact with administrative and support staff from Maintenance and Traffic sections, or with project managers and engineers, to assist in creating shopping carts or determining appropriate way to purchase goods and services.

Program Compliance

• Serve as Region Commercial Card Coordinator and administer P-Card/Travel Card/Ghost Card program for the Region. 
• Provide guidance to Region cardholders and approving officials on commercial card requirements.
• Set up new cards and cancel cards when necessary.
• Verify that new cardholders complete training and forms correctly.
• Verify that transactions have been completed in SAP.
• Analyze to ensure that transactions are in compliance with PD 3.3 CDOT Commercial Card Program.
• Understand controls placed on commercial cards to be able to answer employee questions and resolve issues. Controls include single purchase limits, cycle limits, and restrictions on certain types of purchases/merchant category codes.
• Troubleshoot end user issues with commercial card transactions.
• Adjust limits as deemed necessary in coordination with the CDOT Commercial Card Program Administrator and the Region Business Office Manager.
• Ensure documentation is accurate to withstand annual audit.
• Work with merchants to receive credit back for sales tax charged to commercial cards.
• Determine the appropriate level of commercial card violation in consultation with the Business Office Manager and the CDOT Commercial Card Program Administrator.
• Track commercial card violations and report to the CDOT Commercial Card Program Administrator on a monthly basis.
• Administer the Region’s Cell Phone Program in compliance with PD 46.1 Mobile Device Procedure.

Invoice Payment / Accounts Payable

• Process Stat-PO invoices in SAP.
• Process utility invoices in SAP.
• Process contract and standard purchase order invoices in SAP.
• Process petty cash transactions.
• Process Colorado State Patrol and IT payments.
• Process employee expense reimbursements.
• Track accruals and complete year end processes.
• Complete journal entries.
• Upload utility bills into SharePoint for Energy Cap compliance;
• Perform final approval of EDI utility billings in SAP.
• Classify, verify and record accounts payable transactions in SAP according to applicable rules, established policies and procedures.  
• Review source documents for completeness, accuracy, clarity, proper coding and appropriate authorizations.  
• Monitor monthly billing amount trends and review for outstanding amounts before processing for payment.  
• Ensure payments governed by a commitment document are consistent with document terms.  
• Resolve discrepancies and investigate vendor payment questions.  
• Close POs when final payment process to the vendor is complete. 
• Prepare journal entries in SAP to reclassify costs when necessary, and complete necessary research to ensure these are created accurately.

Administration

• Perform various administrative tasks such as electronic document storage and verification, ordering and maintaining office supplies for the unit, filing documents, managing file retention in compliance with PD 51.1 Retention of Documents, etc.
• Create and maintain a desk manual for assigned duties.
• Respond to audit requests.
• Facilitate updates to the vendor table. 
• Provide internal customer service training as needed.
• Process cash receipts and deliver check deposits to the local bank.
• Serve as Regional copier coordinator.

Report Creation

• Prepare various custom and ad hoc reports that are utilized by Region staff and leadership team members.
• Pull data from various sources including SAP, CITI website, tracking spreadsheets, etc. and input data into various systems including Microsoft Access, Microsoft Excel, etc. depending on the specific report and source data set.   
• Format the reports and check for accuracy. 
• For some reports the position will analyze information and determine if and what actions are needed to remedy any issues found. 

Work Environment: 

• Primarily 8:00 AM – 5:00 PM work hours, Monday-Friday (flexible schedules may be available)
• Will be required to travel throughout Pueblo and Denver to attend and assist in trainings.
• Work in a politically sensitive environment

Minimum Qualifications

Experience Only:

• At least four (4) years of full-time work experience where the primary job duties include all of the following:

  • Working with computer software and applications (e.g., MS Excel, SAP, Google Applications).
  • Using software to track a large volume of data, such as documents, equipment, financial, or other.
  • Applying rules and procedures for the entry, quality assurance, analysis, resolution of issues, and reporting and manipulating data.
  • Providing on-going customer service in person, on the phone, and/or via email to internal and external customers.

OR

Education and Experience:

• Appropriate education in from an accredited college or university in accounting, auditing, business administration, business intelligence, communications, data management, finance, mathematics, or a closely related degree will substitute for the required experience on a year-for-year basis.

Please Note: The required experience must be substantiated within the work experience section of your application. “See Resume” statements on the application or resumes in lieu of a complete application may not be accepted. Additional information submitted after the closing date of this announcement will not be considered in the review of your application. In addition, part-time work will be prorated.

College Transcripts: If you are using education to qualify, a legible copy of your official or unofficial college transcript(s) or a foreign credential evaluation report must be submitted with your application. Transcripts must show the name of the school and that a degree was conferred. 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 foreign credential evaluation report may result in your application being rejected and you will not be able to continue in the selection process for this position.

Condition of Employment

• 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.
  

Preferred Qualifications

The exceptional applicant will possess the proven ability or accomplishment in the following:

• Demonstrated success with the duties listed in the Description of the Job section.

• Demonstrated success with attention to detail and obtaining proper documentation as it pertains to this position.
  

• Years of State service experience related to the duties of this position.

• Highest work/personal ethics and integrity.

• Knowledge of generally accepted accounting principles.
• 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 a variety of stakeholders with sensitivity to their needs, priorities, promises made, and commitments.
• Effective interpersonal and relationship-building skills.
• Strong customer service skills.
• Strong time and project management skills, including prioritization and multi-tasking ability.
• Excellent reasoning, investigative, analytical, and problem-solving ability.
• Strong facilitation, presentation, and communication skills, both written and oral.
• Strong attention to technical detail and accuracy.
• Ability to work effectively in both independent and team situations.
• Fluency in Microsoft Office Suite (Word, Excel, PowerPoint), Gmail and Google Applications, SAP, and the ability to quickly learn other software systems.

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 detailed chronological resume. Resumes must be uploaded as an attachment to your online application. 

4. 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.

5. If you are a veteran, a copy of your DD214. Please submit this as an attachment to your online application.

Only complete applications submitted by the closing date for this announcement will be given consideration. Every effort must be made to submit all application materials 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. Failure to submit properly completed documents by the closing date of this announcement may result in your application being rejected.
 
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. 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.

The Hiring Process: 

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.

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.
 
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 as 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, a Division of Orange Tree, including its privacy policy, may be found online at www.InfoCubic.com and www.OrangeTreeScreening.com. Info Cubic is located at 7275 Ohms Lane, Minneapolis, MN 55439, and can be reached at 877.360.4636 or 888.222.0667.
 
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.

Appeal Rights
If you receive notice that you have been eliminated from consideration for this position, you may file an appeal with the State Personnel Board or request a review by the State Personnel Director. An appeal or review must be submitted on the official appeal form, signed by you or your representative. This form must be delivered to the State Personnel Board by email (dpa_state.personnelboard@state.co.us), postmarked in US Mail or hand delivered (1525 Sherman Street, 4th Floor, Denver, CO 80203), or faxed (303.866.5038) within ten (10) calendar days from your receipt of notice or acknowledgement of the department’s action. For more information about the appeals process, the official appeal form, and how to deliver it to the State Personnel Board go to spb.colorado.gov; contact the State Personnel Board for assistance at 303.866.3300; or refer to 4 Colorado Code of Regulations (CCR) 801-1, State Personnel Board Rules and Personnel Director's Administrative Procedures, Chapter 8, Resolution of Appeals and Disputes, at spb.colorado.gov under Rules.

Equity, Diversity, and Inclusion
The State of Colorado believes that equity, diversity, and inclusion drive our success, and we encourage candidates from all identities, backgrounds, and abilities to apply. The State of Colorado is an equal opportunity employer committed to building inclusive, innovative work environments with employees who reflect our communities and enthusiastically serve them. Therefore, in all aspects of the employment process, we provide employment opportunities to all qualified applicants without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity or expression, pregnancy, medical condition related to pregnancy, creed, ancestry, national origin, marital status, genetic information, or military status (with preference given to military veterans), or any other protected status in accordance with applicable law.
 
Discrimination and/or harassment against any person is prohibited because of disability, race, creed, color, sex, sexual orientation, religion, age, national origin, ancestry, political affiliation, veteran’s status, marital status, gender identity or any other protected class recognized under the Colorado Anti-Discrimination Act (CADA). This applies to all employment decisions.

ADAAA Accommodations 

CDOT is committed to the full inclusion of all qualified individuals. As part of this commitment, our agency will assist individuals who have a disability as defined by the ADA Amendments Act of 2008 (ADAAA) with any reasonable accommodation requests related to employment, including completing the application process, interviewing, completing any pre-employment testing, or participating in the employee selection process, and/or to perform essential job functions where the requested accommodation does not impose an undue hardship. If you have a disability and require reasonable accommodation to ensure you have a positive experience applying or interviewing for this position, please direct your inquiries to Misty.Valles@state.co.us. 

Former State Employees

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.

MKV (PCR# 56626 / SAP# 50003614)