Administrative Assistant III - Platteville (Maintenance)

About the Work Unit

The Transportation Region 4 (Northeastern Colorado) Maintenance Unit provides administrative and technical support for the maintenance section and region. This unit interprets, coordinate and provide information to the travelling public, maintenance supervision, section employees, and departmental personnel relating to Colorado Department of Transportation policies and procedures using the most efficient, effective and resourceful methods possible.

About the Position

The Administrative Assistant III provides administrative support and establishes general office record systems, implements professional standards in communication, answering inquiries from the public and state employees concerning departmental policies, procedures and general road conditions and making referrals to appropriate information sources. This position completes data entry and tracks various information and documents in a variety of computer systems, accurately process invoices, time sheets, personnel and other departmental forms. Position provides administrative support to the assigned maintenance area, including the foreman (LTC Ops I), junior foremen (TM IIIs), and maintenance employees. This position must maintain confidentiality, ensure the maintenance area's office functions perform smoothly, efficiently, and cost effectively.

Responsibilities

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

• Verify and enter compiled data while ensuring accuracy for Maintenance Management System, SAP, Adopt-A-Highway, credit card purchases, employee leave, accident reports, fuel usage, performance plans, and any other forms for tracking as necessary
• Set-up, compile, track, and maintain necessary information for daily procedures by way of filing, computer programs, and reports
• Circulate, store, post and purge files/documents as necessary per Records Management Protocol
• Maintain confidentiality and adhere to record management rules and guidance
• Assist in maintaining data naming conventions and ensuring data integrity of received information for efficient and adequate reporting
• Schedule and track employee DOT Physicals, CDL expirations and Pulmonary Function Testing and ensures timely renewals
• Track, process, and input all purchases in the assigned maintenance area including credit cards, purchase orders, and contracts
• Prepare, monitor and verify invoice charges and coding. Maintain direct interaction with vendors and Regional Business Office to resolve discrepancies
• Process and input incentive awards, petty cash and expense vouchers
• Order, stock and maintain office inventory
• Create Purchase Orders, pays invoices and tracks PO balances
• Prepare Employee Expense Reports, ensuring use of proper rates and coding, and obtains required signatures for processing
• Verify invoices for completeness, accuracy and proper coding prior to payment
• Assist supervisor with credit card statements, ensuring all invoices are posted
• Verify employee expenses for accuracy
• 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. Inform, clarify, and verify employee benefits
• Perform timekeeping for the area in SAP
• 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
• Administer and monitor testing procedures for new hire applicants
• Provide thorough and accurate orientation to all new employees
• Exercise independent judgment decisions to drive quality customer service while developing and establishing procedures for the collection, coordination and establishing and tracking of critical files, records and information
• Assist Human Resources in proctoring promotional testing, verifying candidate eligibility, troubleshooting login issues and ensuring completion of required paperwork
• Communicate with Human Resources and Payroll to resolve employee time sheet issues
• Evaluate, reconcile, purge and/or archive all related documentation in accordance with CDOT Records Management requirements
• Assist in the completion of Exiting Employee paperwork, due to resignation or retirement
• Communicate and explain CDOT practices and regulations with the general public by processing/directing citizen concerns, inquiries, and complaints pertaining to maintenance operations and/or road conditions
• Refer internal/external inquiries and telephone calls to the appropriate person or department for additional information and/or handling
• Maintain professional and courteous standards in routing all inquiries
• Interpret, clarify, and communicate office and CDOT policies to all employees
• Maintain good public relations with various government agencies and the public
• Provide directional information, assist complainants or direct them to the proper person for resolution
• Other job duties as assigned

Work Environment

• Primarily 8:00 am - 5:00 pm, Monday - Friday with the opportunity for a flexible schedule
• This position works in-office
• Travel required to attend regional meetings, training sessions, and provide on-site administrative coverage for other locations during staff absences
• Must be able to operate a CDOT vehicle

Minimum Qualifications

Experience Only: Three (3) 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

OR Education and Experience: A combination of relevant education and experience equal to at least three (3) years. Education from an accredited college or university with coursework in Business Administration, Management, Office Administration, Accounting, Human Resources, or another 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.

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
• 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 have 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 personnel and financial documents
• 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
• Effective presentation and communication skills, both written and oral
• Excellent time and organizational skills
• Ability to work effectively in both independent and team situations
• Excellent computer skills including fluency in Microsoft Office Suite (e.g. Word, Excel, PowerPoint, SharePoint), Gmail and Google Applications, SAP, and the ability to quickly learn new software

Supplemental Information

Applicant 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.

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.

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