Administrative Tech III - Silverthorne

State of Colorado•Denver, CO

3d•Onsite

About The Position

This position is only open to Colorado state residents. New employees to the State will be paid biweekly. There are 26 biweekly pay periods in a year. About CDOT CDOT employees make a difference by providing freedom, connection, and experience to the traveling public, while also keeping them safe. The State of Colorado offers competitive medical, dental and vision insurance, life and disability insurance, and flexible spending and health savings accounts. Visit the State of Colorado benefits for details, current premium rates and a summary video about benefits. The state also offers PERA retirement, great optional PERA plans such as 401K, a generous paid time off package of annual, sick, holiday and other leave, strong career growth, tuition reimbursement and professional development. Perks include Colorado Employee Assistance Program (CSEAP) counseling, wellness, credit union membership and employee discount program. Visit CDOT Benefits for details. Some positions may qualify for Public Service Loan Forgiveness . 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. The eligible list created from this announcement may be used to fill current and future vacancies for a period of up to 6 months. Description of Job About the Work Unit Support the operation of public transportation facilities and services in support of the social, economic, and environmental goals of the people of Colorado. To provide administrative and technical support to interpret, coordinate, facilitate and provide factual information to the traveling public, maintenance supervision, section employees, and departmental personnel pertaining to Colorado Department of Transportation policies and procedures using the most efficient, effective, and resourceful methods possible. About the Position Provide technical and administrative support by implementing professional standards in communication, answering inquiries from the public and state employees concerning departmental policies, procedures, and general road conditions and making referrals to appropriate information sources. Develop and implement office policies and processes in order to increase efficiency. Collect, evaluate, collate, and create reports. Complete data entry and track various information and documents in a variety of computer systems. Accurately process invoices, section correspondence, timesheets, personnel and other departmental forms, general mail, and copies of requested data. Administer Adopt A Highway program. Proctor Oral Board and promotional exams. This position must provide support to the Superintendent, Deputy Maintenance Superintendents, Technician V, LTC OPS Is, Field Supervisors, and Maintenance Employees. Your duties and responsibilities will include, but are not limited to, the following: Provide technical and operational support to the Maintenance Superintendent, Deputy Maintenance Superintendents, Technician V, LTC OPS Is, TM IIIs, and Maintenance Employees. Maintain good public relations with various governmental agencies and the public. Communicate emergency situations immediately via digital/telephone or highway band radio as needed. Schedule and track employee DOT Physicals and Pulmonary Function Testing and ensures timely renewals. Works with Region Safety Officer to ensure PFTs, for the Silverthorne Paul Area employees, are completed annually for fit-testing of SCBA fire fighting breathing apparatus. Assist in preparing meeting rooms for audio and visual capabilities, that does not require OIT. Process Business Card Orders, update equipment/attachment lists for equipment, update area phone lists and Colorado State Patrol After Hours Dispatch information, log tailgate talks into Google Drive and process copier and cell phone bills for payment. Review time sheets for area personnel and check for and answers questions about proper coding and time sheet submittal. Train new employees to document time worked in the SAP time sheet and when time sheets are due. Track and provide guidance for FMLA Represent the Department and supervisors in person, by telephone, email, reporting, and in other correspondence with other governmental agencies, contractors, private industry, media and public; independently replies to inquiries regarding maintenance operations, policies and procedures, or citizen concerns. Establishes and maintains effective and cooperative working relationships with all levels of personnel involved in the operations of the organizational unit, the public and the other agencies and organizations. Manage paper and digital files for Superintendent, Deputy Superintendents, Technician V, and LTC OPS Is. Respond to employee inquiries about CDOT’s policies and procedures, purchasing rules and Personnel Rules. Researches, clarifies and explains procedures in the areas of personnel issues, payroll, rules, and regulations, and insurance and dental plans. Other duties as assigned Work Environment: Your schedule will primarily be 8:00 am – 5:00 pm work hours, Monday-Friday, but we are flexible to meet your work/life balance needs while ensuring CDOT business needs are met. Occasional overnight travel 1-3 times a year throughout Colorado Required to operate CDOT vehicles Travel may be required during work hours throughout the area

Requirements

Three years of work experience where the primary responsibility involved applying rules and procedures for the entry and quality assurance of data; creating reports, reviewing and processing financial documents and advanced proficiency using computer software/systems daily (e.g. MS Access, Excel, SAP).
A combination of related education and/or relevant experience that involved applying rules and procedures for the entry and quality assurance of data; creating reports, reviewing and processing financial documents and advanced proficiency using computer software/systems daily (e.g. MS Access, Excel, SAP).
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.
A current valid driver’s 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.

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
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 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
Fluency in Microsoft Office Suite (Word, Excel, PowerPoint), Gmail and Google Applications, SAP, and the ability to quickly learn other software systems.

Responsibilities

Provide technical and operational support to the Maintenance Superintendent, Deputy Maintenance Superintendents, Technician V, LTC OPS Is, TM IIIs, and Maintenance Employees.
Maintain good public relations with various governmental agencies and the public.
Communicate emergency situations immediately via digital/telephone or highway band radio as needed.
Schedule and track employee DOT Physicals and Pulmonary Function Testing and ensures timely renewals.
Works with Region Safety Officer to ensure PFTs, for the Silverthorne Paul Area employees, are completed annually for fit-testing of SCBA fire fighting breathing apparatus.
Assist in preparing meeting rooms for audio and visual capabilities, that does not require OIT.
Process Business Card Orders, update equipment/attachment lists for equipment, update area phone lists and Colorado State Patrol After Hours Dispatch information, log tailgate talks into Google Drive and process copier and cell phone bills for payment.
Review time sheets for area personnel and check for and answers questions about proper coding and time sheet submittal.
Train new employees to document time worked in the SAP time sheet and when time sheets are due.
Track and provide guidance for FMLA
Represent the Department and supervisors in person, by telephone, email, reporting, and in other correspondence with other governmental agencies, contractors, private industry, media and public; independently replies to inquiries regarding maintenance operations, policies and procedures, or citizen concerns.
Establishes and maintains effective and cooperative working relationships with all levels of personnel involved in the operations of the organizational unit, the public and the other agencies and organizations.
Manage paper and digital files for Superintendent, Deputy Superintendents, Technician V, and LTC OPS Is.
Respond to employee inquiries about CDOT’s policies and procedures, purchasing rules and Personnel Rules.
Researches, clarifies and explains procedures in the areas of personnel issues, payroll, rules, and regulations, and insurance and dental plans.
Other duties as assigned