Administrative Technician III - Montrose

State of Colorado•Denver, CO

7d•Hybrid

About The Position

This position supports the operation of public transportation facilities and services in support of the social, economic, and environmental goals of the people of Colorado. The role provides 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. As the working title, you will 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. You will develop and implement office policies and processes in order to increase efficiency. You will collect, evaluate, collate, and create reports. You will complete data entry and track various information and documents in a variety of computer systems. You will accurately process invoices, section correspondence, timesheets, personnel and other departmental forms, general mail, and copies of requested data. You will administer the 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 I's, Field Supervisors, Maintenance Employees, as well as duties previously assigned. Your duties and responsibilities will include, but are not limited to, providing technical and operational support to the Maintenance Superintendent, Deputy Maintenance Superintendents, Technician V, LTC Ops I, 3 TM IIIs, and 40 Maintenance Employees. You will facilitate functions in the areas of quality customer service tracking and resolution, and maintain procedures to coordinate, collect and monitor information, digital and paper files. You will maintain good public relations with various government agencies and the public. You will provide directional information, assist with complainants or direct them to the proper person for resolution. You will document and track resolution to ensure resolution consistency for future complaints and inquiries. You will communicate emergency situations immediately via digital/telephone or highway band radio as needed. You will collect information from the public and notify proper CDOT personnel of problems or hazards that may/could exist. You will assist in maintaining data naming conventions and ensuring data integrity of received information for efficient and adequate reporting. You will maintain professional and courteous standards in routing all inquiries. You will act as a public liaison for all levels of personnel involved in the operation of the organizational unit. You will research and provide information to resolve problems and complaints. You will schedule and track employee DOT Physicals and Pulmonary Function Testing and ensure timely renewals. You will work with the Region Safety Officer to ensure PFTs, for the Montrose Lincoln Area employees, are completed annually for fit testing of SCBA firefighting breathing apparatus. You will independently contact vendors to obtain price quotes for purchase orders needed by the maintenance section. You will create Purchase Orders, pay invoices and track PO balances. You will assist the Statewide Adopt a Highway Coordinator, administer the Adopt A Highway program, enrolling participants, ensuring accurate completion of paperwork, determining sign size, ordering signs and coordinating installation, tracking supplies provided and ensuring compliance with the program guidelines, and authorizing the removal of signs for non-compliance. You will assist Human Resources, proctor promotional testing, verifying candidate eligibility, troubleshooting login issues and ensuring completion of required paperwork. You will order office equipment (copiers, printer, monitors, etc.). You will make, coordinate, and/or schedule reservations, conference rooms, meetings and/or trainings. You will assist in preparing meeting rooms for audio and visual capabilities, that do not require OIT. You will answer questions regarding electronic onboarding, ensuring accurate completion of documents, and explaining policies and procedures. You will track New Hire Training Pay to ensure timely processing and assist with HEO III enrollment. You will proctor Oral Board Interviews, scheduling appointments, giving oral instructions to candidates, ensuring procedures are followed correctly, collecting and disseminating paperwork in a timely manner. You will 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. You will prepare Employee Expense Reports, ensuring use of proper rates and coding, and obtain required signatures for processing. You will prepare Cell Phone Agreements, Commute Agreements, and other required documents for transferring or promoting employees. You will assist in the completion of Exiting Employee paperwork, due to resignation or retirement. You will implement new forms and reports to streamline operational reporting. You are subject to traveling for meetings and training on State business. You will review time sheets for area personnel. You will train new employees to document time worked on the SAP time sheet and when time sheets are due. You will communicate with Human Resources and Payroll to resolve employee time sheet issues. You will provide information and guidance to employees, supervisors and Appointing Authorities on FML program, including eligibility and designation requirements. As the primary FML contact for the Lincoln Area, you will assist with all FML requests as appropriate. You will work collaboratively to ensure consistency of FMLA program implementation and ensure compliance with program requirements. You will be responsible for tracking and providing guidance on completion of required FMLA paperwork, leave usage and time keeping. You will communicate with Appointing Authority about low leave balances, exhaustion of leave, and referral for ADA consideration. You will have direct contact with other CDOT offices via daily internal mail delivery – requires valid driver’s license. You will assist the various Program Administrators with setting up committee meetings and prepare agendas for the Section. You will manage paper and digital files for Superintendent, Deputy Superintendents, Technician V, and LTC OPS I's. You will respond to employee inquiries about CDOT’s policies and procedures, purchasing rules and Personnel Rules. Other job duties as assigned.

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 I, 3 TM IIIs, and 40 Maintenance Employees.
Facilitate functions in the areas of quality customer service tracking and resolution, and maintain procedures to coordinate, collect and monitor information, digital and paper files.
Maintain good public relations with various government agencies and the public.
Provide directional information, assist with complainants or direct them to the proper person for resolution.
Document and track resolution to ensure resolution consistency for future complaints and inquiries.
Communicate emergency situations immediately via digital/telephone or highway band radio as needed.
Collect information from public and notify proper CDOT personnel of problems or hazards that may/could exist.
Assist in maintaining data naming conventions and ensuring data integrity of received information for efficient and adequate reporting.
Maintain professional and courteous standards in routing all inquiries.
Public liaison for all levels of personnel involved in the operation of the organizational unit.
Research and provide information to resolve problems and complaints.
Schedules and tracks employee DOT Physicals and Pulmonary Function Testing and ensures timely renewals.
Works with Region Safety Officer to ensure PFTs, for the Montrose Lincoln Area employees, are completed annually for fit testing of SCBA firefighting breathing apparatus.
Independently contact vendors to obtain price quotes for purchase orders needed by the maintenance section.
Creates Purchase Orders, pays invoices and tracks PO balances.
Assist the Statewide Adopt a Highway Coordinator, administers Adopt A Highway program, enrolling participants, ensuring accurate completion of paperwork, determining sign size, ordering signs and coordinating installation, tracks supplies provided and ensures compliance with the program guidelines, authorizes the removal of signs for non-compliance.
Assist Human Resources, proctors promotional testing, verifying candidate eligibility, troubleshooting login issues and ensuring completion of required paperwork.
Orders office equipment (copiers, printer, monitors, etc.)
Makes, coordinates, and/or schedules reservations, conference rooms, meetings and/or trainings.
Assist in preparing meeting rooms for audio and visual capabilities, that do not require OIT.
Answer questions regarding electronic onboarding, ensuring accurate completion of documents, and explaining policies and procedures.
Tracks New Hire Training Pay to ensure timely processing and assist with HEO III enrollment.
Proctors Oral Board Interviews, scheduling appointments, giving oral instructions to candidates, ensuring procedures are followed correctly, collecting and disseminating paperwork in a timely manner.
Processes Business Card Orders, updates equipment/attachment lists for equipment, updates area phone lists and Colorado State Patrol After Hours Dispatch information, logs tailgate talks into Google Drive and processes copier and cell phone bills for payment.
Prepares Employee Expense Reports, ensuring use of proper rates and coding, and obtains required signatures for processing.
Prepares Cell Phone Agreements, Commute Agreements, and other required documents for transferring or promoting employees.
Assists in the completion of Exiting Employee paperwork, due to resignation or retirement.
Implements new forms and reports to streamline operational reporting.
Subject to traveling for meetings and training on State business.
Reviews time sheets for area personnel.
Trains new employees to document time worked on the SAP time sheet and when time sheets are due.
Communicates with Human Resources and Payroll to resolve employee time sheet issues.
Provide information and guidance to employees, supervisors and Appointing Authorities on FML program, including eligibility and designation requirements.
As the primary FML contact for the Lincoln Area, assist with all FML requests as appropriate.
Work collaboratively to ensure consistency of FMLA program implementation and ensure compliance with program requirements.
Responsible for tracking and providing guidance on completion of required FMLA paperwork, leave usage and time keeping.
Communicate with Appointing Authority about low leave balances, exhaustion of leave, and referral for ADA consideration.
Direct contact with other CDOT offices via daily internal mail delivery – requires valid driver’s license.
Assist the various Program Administrators with setting up committee meetings and prepare agendas for the Section.
Manages paper and digital files for Superintendent, Deputy Superintendents, Technician V, and LTC OPS Is.
Responds to employee inquiries about CDOT’s policies and procedures, purchasing rules and Personnel Rules.
Other job duties as assigned.