Program Assistant I

Title: Program Assistant I - Denver

Location: Denver United States

Salary: $52,344.00 - $60,192.00 Annually

Job Type: Full Time

Job Number: HAA-50004536-05/25

Job Description:

This position is only open to Colorado state residents.

• New employees to the State will be paid biweekly. There are 26 biweekly pay periods in a year. 

About CDOT 

Do you want to make a difference in Coloradans' lives? Do you have a passion for helping people and keeping them safe? At the Colorado Department of Transportation (CDOT), you will have the opportunity to do just that. The work our people do contributes to keeping Coloradans and visitors safe and provides freedom, connection, and experience through travel. Please visit our careers page to learn about CDOT and how we are making Colorado a great place to live, work and play, now and for the future! Also, check out our excellent benefits package!

CDOT for All

CDOT's strength is our people, and our commitment to our people is to shape, support, and sustain the employee experience, and ultimately, create a supportive workplace where everyone, regardless of gender, race, ethnicity, religion, national origin, age, sexual orientation, gender identity, citizenship status, education, disability, socio-economic status, or any other identity, has the opportunity to thrive. 

The eligible list created from this announcement may be used to fill current and future vacancies for a period of up to 6 months.

#LI-POST

The  position is located in Region 1's Right of Way (ROW ) department, based at Headquarters. This position provides high level professional support and administrative technical assistance to the R1 Survey, Right of Way, Environmental, and Planning Managers and exists to read and interpret policy for the Survey/ROW/Environmental/Planning Programs. The position acts as an extension of the R1 Survey/ROW/Environmental/Planning Program Managers and is responsible for the daily administrative duties including purchasing, budgeting, timesheets, assisting in hiring process, scheduling meetings, advising Resident Engineers about personnel rules and procedures, changes in regulations, procedures and policies.  

Your duties and responsibilities will include, but are not limited to, the following:

• Provides office and clerical support to the unit and serves as the liaison between internal and external customers and the Program Engineer.
• Creates, implements and revises office procedures and processes. This includes copying, filing, updating manuals, creating reports and designing new forms. 
• Designs and establishes general office record systems.  Develops and maintains an accurate document retrieval for confidential records and general administrative records following the rules governing retention/disposal of documents.
• Composes, reviews and edits correspondence and forms required for the design and construction of highway projects and various technical material using the Microsoft Office package for personnel, vendors, contractors and others.  Gathers agenda items and takes meeting notes/summaries.
• Arranges meetings and travel for staff.  Reconciles Travel card for lodging expenses.
• Receives and manages requests for appointments, speaking engagements and conferences based on knowledge of priorities and schedules.
• Works with Program Engineer, Resident Engineers and Specialty Units to determine purchase needs and funding availability for required work. Creates shopping carts in SAP system for payments to vendors.
• Purchases, monitors and updates office supplies. Receives merchandise and distributes to proper unit or personnel. 
• Originates Field Purchase Orders and Purchase Requisitions when required and ascertain the correct account coding, and meet all compliance with Colorado State Fiscal Rules. 
• Reviews invoices for accuracy, ascertain correct account coding and initiate voucher requests for payment.
• Monitors the financial status of individual projects during the Pre-Construction and Construction Phases. Provides the appropriate SAP report as requested by the Program Engineer.
• Acts as Timekeeper for the unit, and trains employees on entering time, coding and due dates. Determines the appropriate coding for a time sheet based on factors of exempt or non-exempt status, holidays, overtime, comp time, exempt additional hours, LWOP, and flex schedules.
• Interprets and explains State Personnel Rules and Administrative procedures to Program Engineer, Resident Engineers and Specialty Units.
• Enters personnel actions into SAP for Program area. Reviews and submits personnel action paperwork and supporting documentation, including requests to fill, promotions, upgrades, transfers, certifications, reclassifications and terminations.
• Assists Engineering staff with Family Medical Leave (FML) and Family and Medical Leave Insurance (FAMLI) paperwork when employees need to take extended absences.
• Establishes and maintains effective and cooperative working relationships with all levels of personnel involved in the operations of the unit, the general public, other agencies, and organizations. 
• Interacts with the general public by fielding citizen complaints, concerns and inquiries, obtaining information, and responding or routing accordingly.
• Acts as Program Engineering Fleet Coordinator working directly with State Fleet Management and CDOT Motor Pool staff to enter and track vehicle mileage, distribute monthly vehicle maintenance and mileage usage reports, order replacement vehicles, ensure accident procedures are followed and coordinate maintenance of vehicles.
• Other duties as assigned.

Work Environment:

• Primarily 8:00 am - 5:00 pm work hours, Monday-Friday with the opportunity for flexible work hours.
• After a training period, you will likely work a hybrid schedule with a combination of in-office and remote work
• Work in a politically sensitive environment, requiring the ability to maintain confidentiality
• Travel is expected to take fleet vehicles to service facilities as well as attend project meetings within the Region   
• Required to operate CDOT vehicles

Minimum Qualifications 

Experience Only:

• At least 4 years of full-time clerical or administrative support experience where the primary job duties included ALL of the following:
• 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
• Providing a high level of customer service 

OR

Education and Experience:

• A combination of relevant education and experience equal to at least 4 years.
• Education from an accredited college or university with coursework in accounting, business administration, communications, public administration, or another field of study related to the duties of this position will be considered.
• Full-time experience where the primary job duties included ALL of the following will be considered: 
• 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
• Providing a high level of customer service 

College Transcripts: If you are using education to qualify, a legible copy of your official or unofficial college transcript(s) or an official foreign credential evaluation report must be submitted with your application. Transcripts must show the name of the school, completed credit hours, and (if applicable) that a degree was conferred. Transcripts from colleges or universities outside of the United States must have been assessed for U.S. equivalency by a NACES educational credential evaluation service. The credential evaluation report must be an official report. Failure to provide a transcript or official foreign credential evaluation report may result in your application being rejected and you will not be able to continue in the selection process for this position.

Conditions of Employment 

• 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. More information in the supplemental information section.

• 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. 

Preferred Qualifications

The exceptional applicant will be an experienced administrative support professional and will possess the proven ability or accomplishment in the following:

• 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 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.

The State is resolute in non-discriminatory practices in everything we do, including hiring, employment, and advancement opportunities.

Transfer, Non-Disciplinary Demotion or Reinstatement 

If you believe that you are eligible to be considered as a transfer, non-disciplinary demotion, or reinstatement to this vacancy, you must submit a completed application following the directions in this job announcement and you will be included in the selection process along with other qualified applicants. If you are the finalist for this position after the selection process, Human Resources will confirm your eligibility to be appointed as a transfer, non-disciplinary demotion, or reinstatement applicant. 

ADAAA Accommodations

CDOT is committed to the full inclusion of all qualified individuals. As part of this commitment, our agency will assist individuals who have a disability as defined by the ADA Amendments Act of 2008 (ADAAA) with any reasonable accommodation requests related to employment, including completing the application process, interviewing, completing any pre-employment testing, or participating in the employee selection process, and/or to perform essential job functions where the requested accommodation does not impose an undue hardship.

The State of Colorado offers permanent employees a variety of benefits including medical, dental, life and disability insurance, as well as a comprehensive leave program.