Program Assistant I - Grand Junction (Part-Time)

State of Colorado•Denver, CO

3d•Hybrid

About The Position

The Program Assistant I works in The Colorado Department of Transportation’s (CDOT’s) Region 3 in Grand Junction, CO. This position provides high level professional support and administrative technical assistance to the Region 3 Traffic Engineer. The Program Assistant I reads and interprets policy for the Traffic Program; acts as an extension of the Traffic Engineer and is responsible for relieving the Traffic Engineer of daily administrative duties including purchasing, budgeting, timesheets and advising the Traffic Unit Managers about personnel rules and procedures, changing in regulations, procedures and policies. The Program Assistant serves as a liaison between internal and external customers, CDOT personnel and the Region 3 Traffic Program.

Requirements

At least four (4) years of experience with a primary focus on in: Working with computer software and applications (e.g., MS Excel, SAP, Google Applications). Experience with budgets and tracking expenditures; Drafting high level correspondence or reports; Providing on-going customer service in person, on the phone, and/or via email to internal and external customers.
A combination of related education and/or relevant experience in an occupation related to the work assigned equal to four (4) years

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
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 customer service 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
Ability to work effectively in both independent and team situations
Fluency in Microsoft Office Suite (Word, Excel, PowerPoint), Gmail and Google Applications, SAP, and the ability to quickly learn other software systems

Responsibilities

Monitor and coordinate administrative and technical support activities for the Region 3 Traffic Program and Traffic Engineer; Serve as a liaison between internal and external customers and the Traffic Engineer; Create, build and maintain strong business relationships with various internal and external stakeholders and entities; Apply knowledge of program and project status, procedural directives, policies and guidelines to resolve problems, answer questions, and provide information; Expedite requests from or for the Traffic Engineer by understanding the Project's, Department's and Region 3's goals and priorities; Analyze reports, information and data based on general instructions and knowledge of departmental policies and procedures to provide briefings to the Traffic Engineer; Maintain an awareness of potential problems and developing situations and alert the Traffic Engineer; Receive and approve requests for appointments, speaking engagements and conferences based on knowledge of the Traffic Engineer's priorities; commit the Traffic Engineer to course of action by arranging meetings for routine matters as well as weekly, monthly and annual meetings; Gather agenda items and take meeting notes/summaries for meetings; Develop and implement office procedures to ensure the smooth operations of the Traffic Program; Prepare documents and packets for Traffic Engineer’s review and approval for Regional Leadership Team meetings, etc.; Provide document management and filing for the Traffic Program; develop and maintain accurate document retrieval for confidential records and general administrative records following the rules governing retention/disposal of documents; Assist the Traffic Engineer with tracking and monitoring the Traffic Program’s budget; Monitor contracts for encumbrances and the need for option letters; Produce Traffic correspondence and reports with Microsoft Word, Excel and/or other software needed to create appropriate information and/or reporting; Provide a high level of customer service to the general public by responding to or directing citizen complaints, concerns and inquiries on Traffic projects, obtaining information and informing the public accordingly and referring to the proper Traffic Program personnel; Other job duties as assigned.