Procurement and Financial Coordinator (Administrator III) - Denver

State of Colorado•Denver, CO

13d•Hybrid

About The Position

This position serves as an independent contributor responsible for managing and supporting contract administration, procurement coordination, financial transactions, and project-related fiscal activities and financial operations across the division as needed. The Procurement and Financial Coordinator (Administrator III) works in the Office of Administration within the Colorado Department of Transportation's (CDOT's) Division of Transportation Development (DTD). The Division of Transportation Development is the central hub for planning, environmental, and traffic analysis programs. The Office of Administration within DTD is dedicated to "Driving Excellence with Precision and Collaboration." It streamlines administrative and support functions across the division, ensuring rigorous compliance with federal, state, and departmental regulations. This office also acts as a vital resource for program staff, providing expert guidance on administrative and financial matters, while facilitating seamless coordination with the Division of Accounting and Finance on DTD-specific issues.

Requirements

At least 6 years of experience in accounting, business administration, finance, procurement, contract coordination/administration or another area closely related to the Major Job Duties.
A combination of relevant education and experience equal to at least 6 years.
Education from an accredited college or university with coursework in Accounting, Business Administration, Finance, or another field of study related to the duties of this position will be considered.
Experience with a primary focus on accounting, business administration, finance, procurement or contract coordination/administration will be considered.
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.

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
Highest work/personal ethics and integrity
Knowledge of and experience with State Fiscal Rules, procurement rules, contracting rules/requirements and accounting rules
Experience researching, analyzing and resolving procurement, contract and/or financial process issues
Experience ensuring regulatory compliance of financial, procurement or contract documents or activities with applicable rules, laws, regulations or procedures
Experience with SAP, OnBase, or other large ERP systems
Experience analyzing, tracking and reporting financial data
Strong attention to technical detail and accuracy
Strong interpersonal and relationship-building skills
Excellent customer service skills and experience
Ability to work with a variety of stakeholders with sensitivity to their needs, priorities, promises made and commitments
Excellent reasoning, investigative, analytical, and problem-solving ability
Strong time and project management skills, including prioritization
Excellent communication skills, both written and oral including facilitation and presentation skills and experience
Process improvement skills and experience
Ability to work under tight deadlines and be adaptable to changing assignments
Ability to take initiative to solve problems in an innovative manner
Strong research skills
Ability to work effectively in both independent and team situations
Fluency in Microsoft Office Suite (Word, Excel, PowerPoint), Gmail and Google Applications and the ability to quickly learn other software systems.

Responsibilities

Coordinates and monitors contracts, consultant task orders, amendments, time extensions, purchase requisitions, and related financial activities across the Division of Transportation Development.
Reviews and analyzes contract and task order requests to ensure compliance with federal and state regulations, State Fiscal Rules, FHWA requirements, procurement policies, contract terms, funding restrictions, indirect cost requirements, and project schedules.
Coordinates with DTD staff, vendors, consultants, Engineering Contracts, Procurement, and the Division of Accounting and Finance (DAF) to process contracts and agreements throughout their lifecycle.
Determines the appropriate contract templates and procurement methods, ensuring required documentation is complete and accurate, creating and processing shopping carts and purchase requisitions in SAP/SRM, and monitoring contract values, funding availability, and contract end dates.
Researches and analyzes project expenditures, funding trends, indirect costs, and available balances to determine whether sufficient funding exists to support contracts, amendments, task orders, and project activities.
Prepares reports and analyzes financial data to support budgetary and operational decision-making and provides recommendations to division leadership and project staff regarding funding needs, contract impacts, and financial risks.
Develops recommendations that maximize the effective use of federal and state funds, prevent unauthorized purchases or rule violations, and support timely project delivery.
Develops, updates, and maintains DTD guidance documents, training materials, and standard operating procedures to improve consistency, efficiency, and compliance across DTD.
Provides technical guidance, ad hoc training, and one-on-one support to DTD staff regarding procurement processes, contract administration, SAP/SRM transactions, task order development, financial procedures, and applicable policies and regulations.
Serves as a primary DTD resource for project financial management, contract budgeting, and fiscal monitoring activities.
Supports project setup, budget establishment, financial tracking, contract funding oversight, and project closeout activities including analyzing project expenditures, contract balances, funding availability, project schedules, authorization dates, and financial trends to determine whether financial actions, budget adjustments, debudgeting, project closeout, or contract modifications are necessary.
Implements financial controls to ensure projects, contracts, and task orders remain within approved budgets, comply with applicable funding requirements, and adhere to federal, state, FHWA, CDOT, and DTD policies and procedures.
Develops and improves internal processes, controls, guidance documents, and reporting tools to strengthen financial oversight, improve compliance, and support consistent project and contract management practices across DTD.
Processes and monitors consultant billings, local agency invoices, contract payments, and other project-related financial transactions for DTD, ensuring accuracy, completeness, compliance, applicable funding restrictions and timely processing.
Researches and resolves billing discrepancies, payment issues, contract conflicts, coding concerns, and financial transaction errors related to consultant contracts, task orders, purchase orders, local agency agreements, and project expenditures.
Reviews invoice trends, monitors outstanding balances, and ensures invoices and supporting documentation are maintained in an organized and audit-ready manner.
Serves as a primary DTD resource for questions related to consultant billings, local agency reimbursements, contract payments, procurement transactions, and financial processing.
Recommends corrective actions, and provides technical guidance to project managers, consultants, vendors, and DTD staff.
Develops and improves internal processes, guidance documents, and controls related to invoice processing, financial documentation, and audit readiness to strengthen compliance, improve efficiency, and reduce financial risk across DTD.
Provides backup support across the division to ensure operational continuity.
Other duties as assigned.