About the position
The Colorado Department of Transportation (CDOT) is seeking a part-time Administrative Assistant III to provide essential administrative support to the Boulder Engineering Residencies and the Right-of-Way Unit in Greeley. This role is crucial in ensuring that the unit operates efficiently and effectively, contributing to the overall mission of CDOT to enhance the safety and mobility of Coloradans and visitors alike. The Administrative Assistant III will work approximately 30-34 hours per week, with a flexible schedule that may include a hybrid of in-office and remote work after an initial training period. In this position, the Administrative Assistant III will implement professional standards in communication, both verbal and written, and will be responsible for answering inquiries from the public regarding department policies and procedures in a courteous manner. The role involves a variety of tasks including data entry, document reproduction, and maintaining organized filing systems to ensure that the unit's workflow is accomplished efficiently. The assistant will also prioritize demands from multiple sources, ensuring that all tasks are completed in a timely manner. Key responsibilities include creating and revising office procedures, maintaining computerized database files, composing various documents such as memos and reports, and assisting professional engineers with project entries. The assistant will also manage office supplies, process incoming and outgoing mail, and serve as the unit's timekeeper, ensuring accuracy in employee timesheets and leave accruals. This position is vital for maintaining the operational integrity of the Right-of-Way team and supporting the overall goals of CDOT.
Responsibilities
- Create, implement, and revise office procedures and processes.
- Design, formulate, generate, and maintain computerized database files and reports used for engineering and administrative purposes.
- Research, compose, code, calculate, format, proof for accuracy and completeness - memos, forms, meeting minutes, vouchers, journals, cash disbursements and purchase orders.
- Compose drafts, letters and memos using appropriate HR/CDOT templates.
- Copy, distribute, and file plans, final technical documents, and legal reports.
- Maintain unit's organizational charts.
- Utilize Google for reserving rooms, making appointments, checking emails, correspondence and assisting the Boulder Residencies and Right-of-Way Unit with schedules.
- Input and process data using SAP transactions and SAP reports.
- Assist Professional Engineers and Right-of-Way staff with project entries into SiteManager, ProjectWise, OnBase and OnTrack as requested.
- Prepare Transportation Commission Submissions.
- Prepare, assemble, and mail Notice of Interest packages.
- Prepare offer packages including drafting relocation documents and plans and assembling exhibits.
- Create purchase requisitions for engineering services, construction contracts and the Right-of-Way Unit.
- Assist in creation of consultant task orders.
- Maintain office supplies.
- Train others in the use of office equipment, such as how to email, scan and fax using the copier.
- Process and distribute incoming & outgoing mail.
- Revise and update office manuals.
- Interpret, clarify, communicate office procedures and CDOT Policies, Procedural Directives, rules, deadlines, insurance, and dental plan instructions/information to employees.
- Respond to employees' questions and problems concerning medical insurance, worker's compensation, Short Term Disability, overtime, and sick/annual leave accruals.
- Serve as Unit timekeeper including reviewing employees' SAP timesheets for accuracy and completeness; working with employees to correct errors and/or correcting errors and computing/verifying amount of available leave, comp time or overtime earned by employees.
- Track critical deadlines and procedures established by the South Program.
- Coordinate and schedule calendar appointments, hotel reservations, transportation, business meetings, conference rooms, refreshments/meals, and training.
- Obtain, compile and maintain vehicle information database; assign vehicles to unit employees; assist with scheduling vehicle maintenance repair and ensure yearly safety inspections are conducted on unit vehicles.
- Other job duties as assigned.
Requirements
- Three years of general clerical experience, including working with computer software and applications (Word, Excel, SAP, Google Applications, etc.).
- Experience creating memos, emails, and correspondence.
- Experience using spreadsheets to track information and processing invoices for payment.
- Providing ongoing customer service to internal and external customers.
- A combination of relevant education and experience equal to at least 3 years, with coursework in Accounting, Business Administration, Communications, Education, English, Human Resources, Public Administration, or related fields.
Nice-to-haves
- 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.
- Technical knowledge of administrative and clerical procedures and systems.
- Strong computer skills and experience including MS Word, Excel, Gmail, Adobe, SAP, PowerPoint, SharePoint, and the ability to learn new software.
- Knowledge of State Personnel and Fiscal Rules.
- Experience handling confidential and financial documents.
- Excellent customer service and interpersonal skills.
- Ability to effectively deal with difficult customers in a friendly manner.
- Strong planning, organizational and time management skills and experience.
- Proven ability to manage multiple assignments, priorities, and projects in a fast-paced environment.
- Excellent analytical, problem solving and reasoning skills.
- Strong ability to take initiative to solve problems.
- Ability to manage and prioritize work assignments independently.
- Flexibility in adapting to changing work assignments.
- Accuracy and attention to detail.
- Excellent oral communication and written communication skills.
- Ability to work effectively in both independent and team situations.
- Experience using SiteManager, ProjectWise, OnBase and OnTrack.
Benefits
- Biweekly pay schedule with 26 pay periods per year.
- Potential qualification for the Public Service Loan Forgiveness Program.
- Comprehensive benefits package including health insurance, retirement plans, and paid time off.
