Program Assistant I - Traffic Safety & Engineering

State of Colorado • Denver, CO

77d

About The Position

The Program Assistant position provides high-level professional support and administrative technical assistance to the State Traffic Engineer and is responsible for reading and interpreting policies for the Traffic Safety and Engineering Branch. Position is responsible for supporting the Traffic Safety and Engineering Branch with daily administrative duties such as writing letters, processing invoices, and expense reports, making travel arrangements, purchasing, budgeting, and reviewing timesheets. This position also serves as the FMLA liaison. The Program Assistant will advise Traffic Safety and Engineering Branch Managers on personnel rules and procedures, and serve as an administrator of the Memorial Sign Program. This position requires the ability to quickly learn areas within the organizational unit to properly determine, direct, and assist the traveling public and/or CDOT staff. This position requires a high level of confidentiality. This position is essential to free professional positions from responding to technical knowledge.

Requirements

• At least 4 years of full-time clerical or administrative support experience where the primary job duties included tracking data or projects to respond to internal and external requests for updates, reading and interpreting policies, procedures, and rules, tracking and monitoring a budget for accuracy, and providing a high level of customer service.
• A combination of relevant education and experience equal to at least 4 years, with education from an accredited college or university in accounting, business administration, communications, public administration, or another related field.

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.
• Experience providing technical administrative support.
• Experience tracking a variety of information using computer systems (Excel, Google, etc.).
• Experience monitoring budget and providing status updates to management.
• Understanding of accounts payable/receivable and purchasing guidelines.
• Experience with CDOT specific procedures/program as necessary to facilitate the use of a State purchasing card, event/travel card, and state purchasing guidelines.
• Experience with reconciliation of purchases, and experience with CDOT specific programs including SAP, OnBase, Origami.
• Experience handling confidential and financial documents and maintaining confidentiality.
• Experience with electronic documentation, electronic signatures, and ability to work in a paperless environment.
• Experience with a strict documentation protocol, ensuring all elements of documentation are completed properly.
• Knowledge of and experience applying State Personnel and Fiscal Rules.
• 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 communication skills, both written and oral.
• Strong attention to technical detail and accuracy.
• Fluency in Microsoft Office Suite (Word, Excel, PowerPoint), Gmail and Google Applications, SAP, and the ability to quickly learn other software systems.

Responsibilities

• Responsible for staying current and maintaining a working technical knowledge regarding program/project status, program/project initiatives, procedural directives, and personnel rules and regulations.
• Presents recommendations and suggestions to address complex issues to the Traffic Safety and Engineering Branch Team.
• Analyzes Traffic Safety and Engineering Branch organizational reports, based on general instructions and knowledge of departmental policies and State procedures.
• Receives and approves requests for appointments, speaking engagements and conferences based on knowledge of the Traffic Safety and Engineering Branch priorities.
• Commits the State Traffic Safety and Engineering Branch to course of action by arranging meetings for routine matters as well as weekly, monthly and annual meetings.
• Develops and implements Traffic Safety and Engineering Branch office procedures to ensure the smooth operations of Traffic Safety and Engineering Branch.
• Prepares documents and packets for State Traffic Safety and Engineering Branch review and approval for executive management team meetings.
• Responsible for tasks associated with the CDOT Memorial Sign Program, such as: receiving customer phone calls, explaining the program guidelines, receiving and processing of sign applications, applying the procedural directive guidelines, preparing correspondence, receiving payments, and coordinating and scheduling sign installation with the regions.
• Provides technical support to the State Traffic Safety and Engineering Branch by working with the Chief Engineer budget allocations and fiscal year Work plan Budget.
• Monitors budgets for accuracy and is responsible for giving budget updates to managers.
• Works with the State Traffic Safety and Engineering Branch and Traffic Safety and Engineering Branch Managers to determine needed purchases for required work.
• Monitors active and close task orders for all program managers including notice to proceed dates, invoice tracking, and expiration date reviews.
• Schedules appointments, meetings, meeting facilities, video conferencing, teleconferencing and hotel reservations for Traffic Safety and Engineering Branch Personnel.
• Assists with conference room scheduling, set up, and use of video conferencing equipment, teleconferencing equipment and other equipment as needed for all personnel in Traffic Safety and Engineering Branch and others using our facilities.
• Registers personnel for trainings within CDOT and training provided by vendors.
• Prepares official function request form in accordance with CDOT policies and makes event arrangements.
• Prepares and processes expense reports to reimburse personnel for travel required to perform their work or receive required training.
• Decides and coordinates with Office of Employee Development on the writing and submitting of a training waiver and properly pay for trainings.
• Drafts letters, memos, emails, spreadsheets and other documents regarding personnel, leave balances, exempt time off and/or other information requested or directed by the State Traffic Safety and Engineering Branch Manager.
• Provides a high level of customer service to the general public by responding to or directing citizen complaints, concerns and inquiries on Traffic Safety and Engineering Branch projects.
• Ensures the public, visitors, internal and external customers receive respectful and professional customer service.
• Other job duties as assigned.

Benefits

• Public Service Loan Forgiveness Program eligibility for some positions.
• Excellent benefits package.

What This Job Offers

• Industry: Executive, Legislative, and Other General Government Support
• Education Level: No Education Listed
• Number of Employees: 1,001-5,000 employees