La Junta

State of Colorado•Denver, CO

13d•Onsite

About The Position

This position provides technical and administrative support to help ensure the efficient operation of CDOT Maintenance. The position responds to inquiries from the public and CDOT employees regarding departmental policies, procedures and road conditions; collects and maintains data and prepares reports; processes departmental documents and correspondence; and develops office processes to improve efficiency. This position also provides ongoing support to Maintenance leadership and employees.

Requirements

At least three (3) years of full-time work experience where the primary job duties include ALL of the following: Working with computer software and applications (e.g., MS Excel, SAP, Google Applications). Using software to track a large volume of data, such as documents, equipment, financial, or other. Applying rules and procedures for the entry, quality assurance, analysis, resolution of issues, and reporting and manipulating data. Providing on-going customer service in person, on the phone, and/or via email to internal and external customers.
A combination of relevant education and experience equal to at least 3 years. Appropriate education in from an accredited college or university in accounting, auditing, business administration, business intelligence, communications, data management, finance, mathematics, or a closely related degree position will be considered. Experience where the primary job duties include all of the following: Working with computer software and applications (e.g., MS Excel, SAP, Google Applications). Using software to track a large volume of data, such as documents, equipment, financial, or other. Applying rules and procedures for the entry, quality assurance, analysis, resolution of issues, and reporting and manipulating data. Providing on-going customer service in person, on the phone, and/or via email to internal and external customers.
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
Highest work/personal ethics and integrity
Proven ability to manage multiple assignments, priorities, and projects in a demanding environment
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 Maintenance leadership and employees.
Respond to public and employee inquiries, provide information, and route concerns to the appropriate CDOT personnel.
Collect and maintain information, files and data used for tracking and reporting.
Schedule and track employee DOT physicals, pulmonary function testing, training and other required activities.
Serve as timekeeper for assigned Maintenance units, verifying timesheet coding and leave usage.
Assist employees with injury paperwork, timesheet issues, onboarding documents and other personnel-related forms.
Coordinate meetings, trainings, conference rooms and travel-related reservations.
Enter purchase requisitions and invoices and process purchase orders for Maintenance services, supplies and equipment.
Track purchase order balances, payments and Section budget information and resolve vendor billing discrepancies.
Review invoices and purchasing documentation for completeness, accuracy and proper coding prior to payment.
Reconcile purchasing card transactions and prepare employee expense reports.
Maintain digital reports, records and tracking spreadsheets and archive documentation in accordance with CDOT records management requirements.
Prepare correspondence, agendas and meeting materials for Maintenance leadership.
Represent the Department and respond to inquiries regarding Maintenance operations, policies and procedures.
Establish and maintain effective working relationships with CDOT personnel, the public, governmental agencies, contractors and other organizations.
Respond to employee inquiries and explain CDOT policies, procedures, purchasing rules and Personnel Rules.
Order and issue fuel PINs and fuel cards and maintain employee information in the Geotab system.