Administrative Assistant III - LovelandPrint (https://www.governmentjobs.com/careers/colorado/jobs/newprint/4722748) ApplyAdministrative Assistant III - LovelandSalary $49,848.00 - $54,828.00 AnnuallyLocation Larimer County, COJob TypeFull TimeJob NumberHAA-50002416-11/24DepartmentDepartment of TransportationDivisionCDOT Region 4Opening Date11/08/2024Closing Date11/18/2024 11:59 PM MountainFLSADetermined by PositionType of AnnouncementThis position is open only to Colorado state residents.Primary Physical Work Address2207 Hwy 402 Loveland, CO 80537FLSA StatusNon-Exempt; position is eligible for overtime compensation.Department Contact InformationAngelita Sims 303.757.9225 angelita.sims@state.co.usHow To ApplyPlease submit an online application for this position at https://www.governmentjobs.com/careers/colorado. Reach out to the Department Contact to apply using a paper application, including any supplemental questions. Failure to submit a complete and timely application may result in the rejection of your application. Applicants are responsible for ensuring that application materials are received by the appropriate Human Resources office before the closing date and time listed.
Description
Benefits
Questions
Department InformationThis 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 (https://www.codot.gov/topcontent/employment/overview.html) 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 (https://dhr.colorado.gov/state-employees/state-of-colorado-employee-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.
Some positions may qualify for the Public Service Loan Forgiveness Program . For more information, go to https://studentaid.gov/pslf/
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
Description of JobAbout the Work UnitThis position is in CDOT’s Region 4, Maintenance Loveland office and provides administrative and technical support, interpret, coordinate, facilitate, and provide factual information to the traveling public, maintenance supervisors, maintenance section employees, and department personnel.About the PositionThis position will perform a variety of administrative support duties and responsibilities to assist the Maintenance Section.Your duties and responsibilities will include, but are not limited to, the following:
Answer inquiries from employees and the public concerning departmental policies, procedures, and general road conditions and make referrals to appropriate information sources;
Develop and implement office procedures and processes in order to increase efficiency;
Schedule and arrange meetings, travel plans, and reservations and resolve any scheduling conflicts;
Compose, edit, and type memos, letters and forms; process incoming and outgoing correspondence;
File, photocopy, setting up new files, distribute, and prioritize documents as mandated;
Provide effective customer service;
Greet customers, (internal and external), dispense general information, road and weather conditions;
Receive, process, determine urgency, and forward incoming telephone calls, and radio communications from CSP Dispatch and CDOT personnel;
Maintain a working knowledge of multi-button phone set, fax machine, copier, digital radio, printer, calculator, typewriter, cellular phone, computer and computer software programs; and office equipment;
Collect, evaluate, collate, and create reports and other documentation;
Complete data entry and track various information and documents in a variety of computer systems;
Process invoices, section correspondence, timesheets, personnel and other departmental forms, extra legal permits, mail and packages, and copies of requested data;
Provide support to multiple maintenance supervisors and maintenance section personnel;
Compile and monitor the accuracy of paperwork for: new hires, promotions, transfers, terminations/resignations, worker’s compensation, Family Medical Leave, DOT physicals, and drug screens;
Check and verify the accuracy of work hours and coding for all employee payrolls.
Track and monitor all leave accruals, usage and balances. Prepare monthly on-call and overtime reports.
Maintain confidentiality of information and documents;
Other job duties as assigned.
Work Environment:
Your schedule will primarily be 8:00 AM – 5:00 PM work hours, Monday-Friday
Minimum Qualifications, Substitutions, Conditions of Employment & Appeal RightsExperience Only:
Three years of general clerical experience, where the primary responsibilities included ALL of the following:
Working with computer software and applications (e.g. Microsoft Word, Excel, PowerPoint, SAP, Google Applications, etc.)
Creating memos and correspondence
Using spreadsheets to track information
Processing invoices for payments
Providing on-going customer service in person, on the phone and via email to internal and external customers
Experience & Education:
At least three years of experience and education that includes a combination of the following:
Coursework from a U.S. accredited college or university in a field of study related to the duties of this position will be considered. A copy of your transcript must be attached to your online application in order to verify the coursework.
General clerical experience, where the primary responsibilities included ALL of the following:
Working with computer software and applications (e.g. Microsoft Word, Excel, PowerPoint, SAP, Google Applications, etc.)
Creating memos and correspondence
Using spreadsheets to track information
Processing invoices for payments
Providing on-going customer service in person, on the phone and via email to internal and external customers
Please Note: The required experience must be substantiated within the work experience section of your application. “See Resume” statements on the application or resumes in lieu of a complete application may not be accepted. Additional information submitted after the closing date of this announcement will not be considered in the review of your application. In addition, part-time work will be prorated.
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.
Preferred Qualifications
The exceptional applicant 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.
Strong technical knowledge of administrative and clerical procedures and systems.
Experience with handling confidential personnel and financial documents.
Excellent computer skills including fluency in Microsoft Office Suite (e.g. Word, Excel, PowerPoint, SharePoint), Adobe Acrobat, Gmail and Google Applications, SAP, and the abili ty to quickly learn new software.
Flexibility in adapting to changing work assignments.
Strong ability to take initiative to solve problems.
Proven ability to manage multiple assignments, priorities, and projects in a fast-paced environment.
Excellent customer service, interpersonal, and professional relationship-building skills.
Ability to manage and prioritize work assignments independently.
Strong attention to detail and accuracy.
Analytic thinking and problem solving skills.
Strong visual presentation skills.
Excellent time and organizational skills.
Excellent oral and written communication skills.
Ability to work effectively in both independent and team situations.
Supplemental InformationApplicant Checklist Complete Applications must include the following documents:
A complete CDOT Application for Announced Vacancy (please submit online using the green 'APPLY' button at the top of this announcement)
A complete Supplemental Questionnaire (The questionnaire is part of the online application. You will be prompted to answer them as you are completing your online application.)
A detailed chronological resume.
If you are using education to qualify, a copy of your official or unofficial transcript showing that your degree has been conferred and the name of your school, or your NACES accreditation. Please submit this as an attachment to your online application.
If you are a veteran, a copy of your DD214. Please submit this as an attachment to your online application.
Please note that you may redact information on your attachments that identifies your age, date of birth, or dates of attendance at or graduation from an educational institution.
Only complete applications submitted by the closing date for this announcement will be given consideration. Every effort must be made to submit all application materials by the announcement close date. Where unusual circumstances prevent timely acquisition of transcripts, they must be submitted within five business days of the announcement close date. Resumes will not be accepted in lieu of a completed application. Failure to submit properly completed documents by the closing date of this announcement may result in your application being rejected.
Notifications:
All correspondence regarding your status in the selection/examination process will be via email . Include your current working email address on your application and check your email frequently as you could receive time sensitive correspondence regarding this position. We highly recommend that you set up your email to accept messages from " state.co.us " and " info@governmentjobs.com " addresses. It is your responsibility to ensure that your email will accept these notices and/or review your junk mail and spam filtered email . Immediately after you submit your application you should receive an email that confirms that you successfully submitted an application for this position. If you do not, try submitting again until you receive the confirmation email. Be sure to also check your junk folder for email communications from the State of Colorado's website.
The Hiring Process:
All applications that are received by the closing of this announcement will be reviewed against the minimum qualifications in this announcement. Candidates who meet the minimum qualifications proceed to the next step.
Colorado Revised Statutes require that state employees are hired and promoted based on merit and fitness through a comparative analysis process.
Part, or all, of the comparative analysis for this position may be a structured application review, which involves a review of the information you submit in your application materials by Subject Matter Experts (SMEs) against the preferred qualifications.
Be sure your application materials specifically address your qualifications, experience, work products, and accomplishments as they relate to the Major Duties, Minimum Qualifications, and Preferred Qualifications sections as listed above. Failure to include adequate information or follow instructions by the deadline for application may result in your application not being accepted for this position and may affect your inclusion as a qualified candidate in any step of the selection process and placement on the eligible list.
A top group, up to six candidates, will be invited to schedule an interview with the hiring manager.
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.
Employment Screening
If an applicant reaches the finalist stage of the hiring process, the Colorado Department of Transportation may procure a consumer report and/or investigative consumer report on the applicant in connection with his/her application for employment purposes, as defined under the Fair Credit Reporting Act. These reports may be obtained at any time after receipt of the applicant's authorization. As part of the employment screening an applicant will be requested to disclose any deferred judgments and convictions as well as an explanation of the circumstances around any arrest or conviction. In the event that a screening returns information that the applicant believes is not accurate, he or she will have an opportunity to dispute the information with “Info Cubic.”
Info Cubic, a consumer reporting agency, will obtain the report for CDOT. Further information regarding Info Cubic, a Division of Orange Tree, including its privacy policy, may be found online at www.InfoCubic.com and www.OrangeTreeScreening.com . Info Cubic is located at 7275 Ohms Lane, Minneapolis, MN 55439.
The report may contain information bearing on the applicant's character, general reputation, personal characteristics, and mode of living. The information that may be included in the report includes social security number trace, criminal records check, public court records checks, educational records, and driving records checks . CDOT will only request credit reports insofar as they relate to the position for which the applicant is applying. The information contained in the report will be obtained from private and/or public record sources. The applicant will have the right, upon written request made within a reasonable time after receipt of a notice, to request disclosure of the nature and scope of any investigative consumer report.
Appeal Rights
If you receive notice that you have been eliminated from consideration for this position, you may file an appeal with the State Personnel Board or request a review by the State Personnel Director. An appeal or review must be submitted on the official appeal form, signed by you or your representative. This form must be delivered to the State Personnel Board by email (dpastate.personnelboard@state.co.us), postmarked in US Mail or hand delivered (1525 Sherman Street, 4th Floor, Denver, CO 80203), or faxed (303.866.5038) within ten (10) calendar days from your receipt of notice or acknowledgement of the department’s action. For more information about the appeals process, the official appeal form, and how to deliver it to the State Personnel Board go to spb.colorado.gov; contact the State Personnel Board for assistance at 303.866.3300; or refer to 4 Colorado Code of Regulations (CCR) 801-1, State Personnel Board Rules and Personnel Director's Administrative Procedures, Chapter 8, Resolution of Appeals and Disputes, at spb.colorado.gov under Rules.Equity, Diversity, and Inclusion The State of Colorado believes that equity, diversity, and inclusion drive our success, and we encourage candidates from all identities, backgrounds, and abilities to apply. The State of Colorado is an equal opportunity employer committed to building inclusive, innovative work environments with employees who reflect our communities and enthusiastically serve them. Therefore, in all aspects of the employment process, we provide employment opportunities to all qualified applicants without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity or expression, pregnancy, medical condition related to pregnancy, creed, ancestry, national origin, marital status, genetic information, or military status (with preference given to military veterans), or any other protected status in accordance with applicable law. Discrimination and/or harassment against any person is prohibited because of disability, race, creed, color, sex, sexual orientation, religion, age, national origin, ancestry, political affiliation, veteran’s status, marital status, gender identity or any other protected class recognized under the Colorado Anti-Discrimination Act (CADA). This applies to all employment decisions. 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. If you have a disability and require reasonable accommodation to ensure you have a positive experience applying or interviewing for this position, please direct your inquiries toangelita.sims@state.co.us or call 303-757-9225 . Former State Employees Former employees of the Colorado Department of Transportation System or any other State of Colorado Department or Agency, who were disciplinarily terminated or resigned in lieu of termination, must disclose this information on his/her application. AS (SAP #500024416/PCR #59193) 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. Please click the following link for detailed information: www.colorado.gov/pacific/dhr/benefits Please note that each agency's contact information is different; therefore, we encourage all applicants to view the full, official job announcement which includes contact information and class title. Select the job you wish to view, then click on the "Print" icon.01 The Colorado Constitution requires that applicants for State of Colorado positions be Colorado residents at the time the application is submitted. Are you a current resident of the State of Colorado who can provide proof of Colorado residency?
Yes
No
02
Briefly describe what step(s) you take to assess customer requests, identify what they truly need, and meet their expectations.
03
Briefly describe a time where you had to handle several different tasks or assignments with similar deadlines and also had to deal with competing priorities. How did you handle the situation and complete the tasks/assignments?
04
Briefly describe your experience with processing invoices.
05
Briefly describe your work experience using Microsoft Office (e.g. Word, Excel), Gmail, SAP, and any other software programs. Be sure to include your proficiency in each software program and how often you use each one.
06
The required experience must be substantiated within the work experience section of your application. "See Resume" statements on the application or resumes in lieu of a complete application may not be accepted. Additional information submitted after the closing date of this announcement will not be considered in the review of your application. In addition, part-time work will be prorated. Did you fill out the application in full, including the work experience section?
Yes
No
07
A resume is required for your application to be complete and must be uploaded as an attachment to your online application. Documents will not be accepted after the closing date and time of the announcement. Please note that you may redact information that identifies your age, date of birth, or dates of attendance at or graduation from an educational institution. Did you attach a resume to your application? If not, you may go back and do so now.
Yes
No
08
If you are a current or previous State of Colorado employee, please list your Employee Identification Number (EID), dates of employment, and classifications for all State of Colorado Departments or institutes of Higher Education for which you have worked. Your EID begins with 997 and is nine digits long. Please do not enter your Social Security Number. If not, please state "N/A".
09
Have you been subject to disciplinary action in the last three years of your work experience? If so, please provide details of that disciplinary action. If not, please state "N/A".
10
Former State employees who were disciplinarily terminated or resigned in lieu of termination must disclose the information on the application. In the space below, please provide an explanation as to why the prior termination or resignation should NOT disqualify your application from the current position. If this does not apply to you, please put "N/A".
11
If you are a veteran, please submit a copy of your DD214 as an attachment to your online application. Did you attach a copy of your DD214 to your application? If not, you may go back and do so now.
Yes
No - I am a veteran, but I do not qualify for veterans' preference.
N/A - I am not a veteran
12
CDOT-Voluntary Self-Identification of Disability We are a federal contractor or subcontractor required by law to provide equal employment opportunity to qualified people with disabilities. We are also required to measure our progress toward having at least 7% of our workforce be individuals with disabilities. To do this, we must ask applicants and employees if they have a disability or have ever had a disability. Because a person may become disabled at any time, we ask all of our employees to update their information at least every five years. Identifying yourself as an individual with a disability is voluntary, and we hope that you will choose to do so. Your answer will be maintained confidentially and not be seen by selecting officials or anyone else involved in making personnel decisions. Completing the form will not negatively impact you in any way, regardless of whether you have self-identified in the past. For more information about this form or the equal employment obligations of federal contractors under Section 503 of the Rehabilitation Act, visit the U.S. Department of Labor's Office of Federal Contract Compliance Programs (OFCCP) website at www.dol.gov/ofccp. You are considered to have a disability if you have a physical or mental impairment or medical condition that substantially limits a major life activity, or if you have a history or record of such an impairment or medical condition. Disabilities include, but are not limited to: Autism Autoimmune disorder, for example, lupus, fibromyalgia, rheumatoid arthritis, or HIV/AIDS Blind or low vision Cancer Cardiovascular or heart disease Celiac disease Cerebral palsy Deaf or hard of hearing Depression or anxiety Diabetes Epilepsy Gastrointestinal disorders, for example, Crohn's Disease, or irritable bowel syndrome Intellectual disability Missing limbs or partially missing limbs Nervous system condition for example, migraine headaches, Parkinson's disease, or Multiple sclerosis (MS) Psychiatric condition, for example, bipolar disorder, schizophrenia, PTSD, or major depression
Yes, I Have A Disability, Or Have A History/Record Of Having A Disability
No, I Don't Have A Disability, Or A History/Record Of Having A Disability
I Don't Wish To Answer
Required Question
AgencyState of ColoradoAddressSee the full announcement by clickingthe "Printer" icon located above the job titleLocation varies by announcement, Colorado, Websitehttps://careers.colorado.gov/ApplyPlease verify your email addressVerify Email