Administrative Technician III - Montrose

About the role

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.

Responsibilities

• Support the operation of public transportation facilities and services in support of the social, economic, and environmental goals of the people of Colorado.
• Provide administrative and technical support by implementing 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.
• Develop and implement office policies and processes in order to increase efficiency.
• Collect, evaluate, collate, and create reports.
• 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, general mail, and copies of requested data.
• Administer the Adopt A Highway program, Proctor Oral Board and promotional exams.
• Provide technical and operational support to the Maintenance Superintendent, Deputy Maintenance Superintendents, Technician V, LTC OPS Is, Field Supervisors, Maintenance Employees, as well as duties previously assigned.
• Facilitate functions in the areas of quality customer service tracking and resolution, and maintain procedures to coordinate, collect and monitor information, digital and paper files.
• Maintain good public relations with various government agencies and the public.
• Provide directional information, assist with complainants or direct them to the proper person for resolution.
• Document and track resolution to ensure resolution consistency for future complaints and inquires.
• Communicate emergency situations immediately via digital/telephone or highway band radio as needed.
• Collect information from public and notify proper CDOT personnel of problems or hazards that may/could exist.
• Assist in maintaining data naming conventions and ensuring data integrity of received information for efficient and adequate reporting.
• Maintain professional and courteous standards in routing all inquiries.
• Public liaison for all levels of personnel involved in the operation of the organizational unit.
• Research and provide information to resolve problems and complaints.
• Schedules and tracks employee DOT Physicals and Pulmonary Function Testing and ensures timely renewals.
• Works with Region Safety Officer to ensure PFTs, for the Montrose Lincoln Area employees, are completed annually for fit testing of SCBA firefighting breathing apparatus.
• Independently contact vendors to obtain price quotes for purchase orders needed by the maintenance section.
• Creates Purchase Orders, pays invoices and tracks PO balances.
• Assist the Statewide Adopt a Highway Coordinator, administers Adopt A Highway program, enrolling participants, ensuring accurate completion of paperwork, determining sign size, ordering signs and coordinating installation, tracks supplies provided and ensures compliance with the program guidelines, authorizes the removal of signs for non-compliance.
• Assist Human Resources, proctors promotional testing, verifying candidate eligibility, troubleshooting login issues and ensuring completion of required paperwork.
• Orders office equipment (copiers, printer, monitors, etc.).
• Makes, coordinates, and/or schedules reservations, conference rooms, meetings and/or trainings. Assists in preparing meeting rooms for audio and visual capabilities, that do not require OIT.
• Answers questions regarding electronic onboarding, ensuring accurate completion of documents, and explaining policies and procedures.
• Tracks New Hire Training Pay to ensure timely processing and assist with HEO III enrollment.
• Proctors Oral Board Interviews, scheduling appointments, giving oral instructions to candidates, ensuring procedures are followed correctly, collecting and disseminating paperwork in a timely manner.
• Processes Business Card Orders, updates equipment/attachment lists for equipment, updates area phone lists and Colorado State Patrol After Hours Dispatch information, logs tailgate talks into Google Drive and processes copier and cell phone bills for payment.
• Prepares Employee Expense Reports, ensuring use of proper rates and coding, and obtains required signatures for processing.
• Prepares Cell Phone Agreements, Commute Agreements, and other required documents for transferring or promoting employees.
• Assists in the completion of Exiting Employee paperwork, due to resignation or retirement.
• Implements new forms and reports to streamline operational reporting.
• Subject to traveling for meetings and training on State business.
• Reviews time sheets for area personnel.
• Trains new employees to document time worked on the SAP time sheet and when time sheets are due.
• Communicates with Human Resources and Payroll to resolve employee time sheet issues.
• Provide information and guidance to employees, supervisors and Appointing Authorities on FML program, including eligibility and designation requirements.
• As the primary FML contact for the Lincoln Area, assist with all FML requests as appropriate.
• Work collaboratively to ensure consistency of FMLA program implementation and ensure compliance with program requirements.
• Responsible for tracking and providing guidance on completion of required FMLA paperwork, leave usage and time keeping.
• Communicate with Appointing Authority about low leave balances, exhaustion of leave, and referral for ADA consideration.
• Direct contact with other CDOT offices via daily internal mail delivery – requires valid driver’s license.
• Assist the various Program Administrators with setting up committee meetings and prepare agendas for the Section.
• Manages paper and digital files for Superintendent, Deputy Superintendents, Technician V, and LTC OPS Is.
• Responds to employee inquiries about CDOT’s policies and procedures, purchasing rules and Personnel Rules.

Qualifications

• Three years of work experience where the primary responsibility involved applying rules and procedures for the entry and quality assurance of data; creating reports, reviewing and processing financial documents and advanced proficiency using computer software/systems daily (e.g. MS Access, Excel, SAP).
• OR Experience & Education A combination of related education and/or relevant experience that involved applying rules and procedures for the entry and quality assurance of data; creating reports, reviewing and processing financial documents and advanced proficiency using computer software/systems daily (e.g. MS Access, Excel, SAP).

Benefits

• The State of Colorado offers competitive medical, dental and vision insurance, life and disability insurance, and flexible spending and health savings accounts.
• The state also offers PERA retirement, great optional PERA plans such as 401K, a generous paid time off package of annual, sick, holiday and other leave, strong career growth, tuition reimbursement and professional development.
• Perks include Colorado Employee Assistance Program (CSEAP) counseling, wellness, credit union membership and employee discount program.

Pay

Salary range: $47,936 - $62,175 per year.

Schedule

Primarily 8:00 am – 5:00 pm work hours, Monday-Friday, but flexible to meet your work/life balance needs while ensuring CDOT business needs are met. Occasional travel throughout Colorado.