Administrative Assistant III - Grand Junction

Administrative Assistant III - Grand JunctionPrint (https://www.governmentjobs.com/careers/colorado/jobs/newprint/4638078) ApplyAdministrative Assistant III - Grand JunctionSalary$49,848.00 - $54,828.00 AnnuallyLocation Grand Junction, COJob TypeFull TimeJob NumberHAA-50000483-08/24DepartmentDepartment of TransportationDivisionCDOT Region 3Opening Date08/28/2024Closing Date9/11/2024 11:59 PM MountainFLSADetermined by PositionPrimary Physical Work Address606 S. 9th Street, Grand Junction, CO 81501FLSA StatusNon-Exempt; position is eligible for overtime compensation.Department Contact Informationeleshia.carpenter@state.co.usType of AnnouncementThe primary duties of this position are located within 30 miles of the state border; therefore, this position is exempt from the residency requirements. Applications will be considered from residents and non-residents of Colorado.How 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 InformationApplications will be considered from residents and non-residents of ColoradoNew employees to the State will be paid biweekly. There are 26 biweekly pay periods in a year. This position is covered by the Partnership Agreement between the State of Colorado and Colorado Workers for Innovative and New Solutions (COWins). 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’ll 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 ourcareers 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 excellentbenefits (https://dhr.colorado.gov/state-employees/state-of-colorado-employee-benefits) package!CDOT for AllCDOT’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 3, Maintenance Section 2, Grand Junction office and provides administrative and technical support, interprets, coordinates, facilitates, and provides factual information to the traveling public, maintenance supervisors, maintenance section employees, and department personnel.About the PositionAs the Administrative Assistant III, you will provide technical and administrative support to assist the Maintenance Section and CDOT Region.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;

Collect, evaluate, collate, and create reports and other documentation;

Complete data entry and track various information and documents in a variety of computer systems;

Accurately 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;

Provide effective customer service;

Research and provide information to resolve problems and complaints;

Communicate emergency situations immediately via telephone or radio;

Schedule meetings, calendar appointments, and travel arrangements and resolve any scheduling conflicts;

Track billing for the Maintenance Training Acadmy motel reservations to ensure accuracy.

Process Employee Expense Reports for the maintenance section and Joint Operating Area, verifying dates of travel and ensuring accuracy.

Order supplies and uniforms, track inventory and orders, and ensure budgetary compliance;

Serve as administrator for the Velocity System for Grand Junction and Montrose building locations including monitoring and troubleshooting the System issues, notifying management staff when a building is offline and instructing personnel in outlying offices on the steps to reset/reboot their systems locally. Use the system to create ID badges for new employees and to place buildings under lockdown during critical incidents;

Perform reception duties including greeting external/internal customers and directing them to the proper location or personnell; answering, screening, and routing telephone calls and receiving and processing incoming mail;

Process extra-legal permits according to rules and regulations in coordination with CDOT’s Denver Permit Office;

Manage paper and digital files following records retention guidelines;

Prepare agendas and packets for various meetings;

Maintain confidentiality of information and documents;

Research, clarify and explain procedures, rules, and regulations;

Other job duties as assigned.

Work Environment:

Your schedule will primarily be 8:00 AM – 5:00 PM work hours, Monday-Friday, but we are flexible to meet your work/life balance needs while ensuring CDOT business needs are met.

Frequent in-town travel during work hours. Occasional out-of-town travel for training.

Required to operate CDOT vehicles.

Minimum Qualifications, Substitutions, Conditions of Employment & Appeal RightsMinimum QualificationsAt least 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, Access, PowerPoint, SharePoint, etc.)

Creating memos and correspondence

Using spreadsheets to track information

Providing on-going customer service on the phone, via email and/or in person to internal and external customers

Direct administrative support experience is preferred.Substitution:

Completed college coursework will substitute for the required experience on a year-for-year basis. To use this substitution, you must attach your transcript to your application (see specific information below).

College Transcripts: If you are using education to qualify, a legible copy of your official or unofficial college transcript(s) or a foreign credential evaluation report must be submitted with your application. Transcripts must show your name, the name of the school, all coursework and that a degrees(s) conferred. Transcripts from colleges or universities outside of the United States have must been assessed for U.S. equivalency by a NACES educational credential evaluation service. Failure to provide a transcript or 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.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.

A current valid driver 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 QualificationsThe 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;

Strong technical knowledge of administrative and clerical procedures and systems;

Knowledge of State Personnel and Fiscal Rules;

Experience with handling confidential and financial documents;

Proven ability to manage multiple assignments, priorities, and projects in a fast-paced environment;

Excellent customer service, interpersonal, and relationship-building skills;

Excellent time, project management, and organizational skills;

Ability to manage and prioritize work assignments independently;

Ability to adapt to changing work assignments;

Strong attention to detail and accuracy;

Analytic thinking and problem-solving skills;

Strong ability to take initiative to solve problems;

Effective presentation and communication skills, both written and oral;

Ability to work effectively in both independent and team situations;

Excellent computer skills including fluency in Microsoft Office Suite (e.g., Word, Excel, Access, PowerPoint), MS Publisher, Adobe, SAP, SharePoint, Google Applications and Gmail, and the ability to quickly learn new software.

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 cover letter that describes your interest in this position, how your experience aligns with the minimum and preferred qualifications of this position. Cover letters must be uploaded as an attachment to your online application. Cover letters will not be accepted after the closing date and time of the announcement.

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 ScreeningIf 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 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 RightsIf 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 tospb.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, atspb.colorado.govunder Rules.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 to Eleshia Carpenter ateleshia.carpenter@state.co.usFormer State EmployeesFormer 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.LL(SAP #50000483/PCR #57981)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 Please describe your work experience using Microsoft Office (e.g., Word, Excel, Access, PowerPoint), SAP, SharePoint, Google Applications and Gmail, and any other software program. Be sure to include your proficiency in each software program, how often you use each one, and the types of functions you complete in each software program. Please be very specific and detailed in your response. Include the names of employer(s) where you performed these responsibilities and dates of employment (mo/yr - mo/yr) Please do not write, "See Resume 02 Please describe your work experience in creating memos and correspondence. Include what types of correspondence you have created and for what purpose. Include the names of employer(s) where you performed these responsibilities and the dates of employment (mo/yr - mo/yr) Please do not write, "See Resume" 03 Please describe your work experience in using spreadsheets to track information. Include what type of information you tracked, how often, and what methods you used to track. Include the names of employer(s) where you performed these reponsibilities and the dates of employment (mo/yr - mo/yr) Please do not write, "See Resume" 04 Please describe your work experience in providing on-going customer service on the phone, via email and/or in person to internal and external customers to internal and external customers. Please include the names of employer(s) where you perfomred these responsibilities and the dates of employment (mo/yr - mo/yr) Please do not write, "See Resume" 05 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

06

A resume and cover letter are required for your application to be complete. Your cover letter should describe how your experience aligns with the minimum qualifications and exceptional candidate section of this announcement. Your resume and cover letter must be uploaded as an attachment to your online application. Documents will not be accepted after the closing date and time of the announcement. Did you attach a resume and cover letter to your application? If not, you may go back and do so now. Please note: The education, experience, abilities, and accomplishments listed in this announcement have been identified as critical to successful performance in this position. Your cover letter should address your interest in and qualifications for this job with CDOT. Please be specific and detailed in describing experience, abilities, and accomplishments as they relate to this position's requirements and major duties as described in the announcement.

Yes

No

07

If you are using education to qualify, a legible copy of your official or unofficial college transcript(s) or a foreign credential evaluation report must be submitted with your application. Unofficial copies are acceptable, but they must show the name of the school, your name, all coursework and degree(s) 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. Failure to provide a transcript or 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. Have you included your transcript(s) as an attachment to your application? If not, you may go back and do so now.

Yes, I am using education to qualify and have attached my transcript(s) to my online application.

No, I have not attached transcripts to my application because I am using experience to meet the minimum qualifications.

I have requested my transcripts from my college/university and will email them to LynnR.Livingston@state.co.us within 5 business days of the close date of the job announcement.

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, a copy of your DD214. Please submit this 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

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) Psychia

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