Job Information
State of Colorado Program Assistant I - Pueblo and Colorado Springs in Multiple Locations, Colorado
Program Assistant I - Pueblo and Colorado Springs
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Program Assistant I - Pueblo and Colorado Springs
Salary
$50,820.00 - $66,060.00 Annually
Location
Multiple Locations, CO
Job Type
Full Time
Job Number
HAA-50003646-04/24
Department
Department of Transportation
Division
CDOT Region 2
Opening Date
04/23/2024
Closing Date
5/7/2024 11:59 PM Mountain
FLSA
Determined by Position
Type of Announcement
This position is open only to Colorado state residents.
FLSA Status
Non-Exempt; position is eligible for overtime compensation.
Department Contact Information
Misty.Valles@state.co.us or 303-757-9718
Salary Note
Although the full salary range for this position is provided, appointments are typically made at or near the range minimum.
Primary Physical Work Address
N. Engineer Program: 1480 Quail Lake Loop, CO Spgs, CO. 80906 S. Engineer Program: 5615 Wills Blvd., Pueblo, CO. 81008
How To Apply
Please 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 Information
This position is only open to Colorado state residents.
This position is covered by the Partnership Agreement between the State of Colorado and Colorado Workers for Innovative and New Solutions (COWins).
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’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 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 Job
About the Work Unit
The program administers and manages projects within the Program's geographical boundaries and certain Region 2 highway corridors while ensuring compliance with Federal and State rules and regulations. They also monitor, oversee, and supervise all aspects of highway construction contracts between CDOT and contractors to ensure conformance with the contract plans and specifications. Ultimately, the Program is responsible for providing the multimodal transportation for Colorado that most effectively moves people, goods, and information safely.
About the Position
This position provides high level professional support and administrative technical assistance to the Program Engineer. A high level of professionalism, confidentiality, and service orientation is required.
Your duties and responsibilities will include, but are not limited to, the following:
PROGRAM ASSISTANCE, SCHEDULING & SUPPORT
• Expedite requests from or for the Program Engineer by understanding the Department's and Region 2 goals and priorities.
• Consult with subject matter experts, research, and compile information for the Program Engineer’s review.
• Alert the Program Engineer of potential problems and developing situations.
• Receive and approve requests for appointments, speaking engagements and conferences based on knowledge of the Program Engineer priorities. Sometimes depending on subject matter of these requests, may still need to be run past the Program Engineer.
•Commits the Program Engineer to course of action by arranging meetings for routine matters as well as weekly, monthly, and annual meetings.
•Ensures all necessary materials and files are available for meetings.
• Gather agenda items and take meeting notes/summaries for meetings such as Project Status meeting, staff meetings, etc.
• Analyzes reports, information, and data to provide briefings to Program Engineer. Edit, manage, ensure the quality of, and maintain the data within administrative tables.
• Coordinates items such as regional or statewide events, meetings, assignments/fire drills from HQ, etc., with other Region 2 offices, CDOT divisions / offices, FHWA, and others.
• Sends information on behalf of the Program Engineer by transmitting decisions, signature Items and other documents.
• Acts as timekeeper for CDOT employees assigned to the Program.
• Initiates Personnel Change Requests (PCRs) in SAP by being both Programs' "Manager Self-Service Proxy".
• Ensures all required New Hire, Transfer, Promotion/Demotion, etc., paperwork is completed and submitted to appropriate office.
• Maintain personnel files accurately and with confidentiality.
• Create Shopping Carts and review employee expense reports for accuracy.
• Coordinate with Human Resources to utilize OnBase and other tools to comply with CDOT record keeping policies as related to administrative paperwork.
MANAGE ENGINEERING PROGRAM OFFICES
• Assist workflow of office by reviewing incoming correspondence and deciding what course of action should be taken. Includes delegating assignments to subordinate units and assigning/monitoring due dates for items that need response, using a tracking system.
• Review/proofread correspondence prepared by other units for accuracy and content, often revising or correcting.
• Develop and maintain an accurate document retrieval for confidential records and general administrative records following the rules governing retention/disposal of documents.
• Evaluate needs and determine fund availability for purchases to support the Engineering Program.
• Review for accuracy and Procedural Directive compliance of Official Functions submitted to the Program Engineer signature.
• Coordinate facility maintenance, contract/vendor maintenance and building access issues with appropriate teams or vendors that work or address the concerns.
Region 2 White Fleet Coordination
Position works directly with State Fleet Management and Division of Maintenance Operations (or through the Region Coordinator if another employee is filling that role) on all aspects of the fleet program.
Enters and tracks vehicle mileage for sections under the program area.
Distributes monthly vehicle maintenance and mileage usage report to each section; advises residencies and alerts each section when vehicles are under used and or maintenance has not been completed.
Coordinates all aspects of the program such as ordering of replacement vehicles, accident procedures, maintenance of vehicles with State Fleet Management, DMO, and section drivers.
Advises supervisors and employees on accident reporting policies and procedures.
Initiates and ensures timely submission of paperwork, and tracks paperwork for fleet vehicles and personnel involved in accidents.
Manages program motor pool shortages with other sections.
Creates and maintains vehicle spreadsheet to track mileage, vehicle payoff dates, and utilization.
Manages vehicle usage to ensure all vehicles are being used effectively and according to department procedure on commuting.
Recommends replacement of vehicles.
Coordinates with vendors for fleet services.
CUSTOMER SERVICE/INTERNAL & EXTERNAL RELATIONS
• Using established guidelines and procedures position provides knowledge of the Program Engineering Offices and the Department through verbal and written replies to inquiries.
• Creates and maintains relationships with Engineering Program employees, Department employees, other State and Federal agencies.
• Represents the Engineering Program, and the Department through proper communications and relations with general public, consultants, and State and Federal agencies.
• Directs complaints from citizens and Open Records Requests to appropriate staff and/or offices.
• Responds to requests for information by phone, email and in person, researching and analyzing complex information.
• Responds to citizens and internal and external customers with diplomacy, compassion, and professionalism.
• Act as an FMLA liaison, attending training and learning the procedures required to properly and timely complete FMLA determinations. Complete these processes in confidentiality and conformance with governing guidelines.
• Assist the Program Engineer and staff in tracking and providing informational tools that assist the Program team in meeting various administrative and legal requirements.
• Assist the Program Engineer and staff in various administrative requirements that relate to other duties, such as organizing information for commute vehicle usage, following Procedural Directives that require letters for shift differential, approval paperwork for official function events, and other day-to-day administrative documents and spreadsheets as assigned.
FRONT DESK DUTIES
Provide front desk coverage as needed, which includes answering multi-line telephone for the Region 2 Headquarters building, greeting internal/external customers, and directing individuals to appropriate location/personnel.
Receive, sort, and distribute all incoming USPS Mail, FedEx, and UPS packages. Put outgoing mail in the USPS mailbox, coordinate FedEx Shipping, and sort/distribute all incoming mail from the field offices and headquarters.
When assigned as a Region Customer Service Representative (CSR), position will receive calls and must log calls in the appropriate system and use the system to ensure CDOT provides appropriate response.
The position makes themselves knowledgeable about the organizational structure and roles of all groups within the Region team so that they can effectively assist the public and CDOT staff in contacting the right person to address a request for information.
BUDGET
• Monitor and analyze budgets for the Engineering Program by tracking payments, reviewing, and reconciling with SAP reports, researching, and resolving discrepancies and monitoring line-item balances.
• Keep Program Engineer aware of remaining balances of budgets to ensure enough funds are available for the remainder of the fiscal year.
Work Environment:
Primarily 8:00 am – 5:00 pm work hours, Monday-Friday in an office setting
Occasional travel during work hours
May be required to occasionally travel within Pueblo / Colorado Springs or the whole state for meetings and training
Location:
South Program Engineering:
5615 Wills Blvd, Pueblo, CO. 81008
AND / OR
North Program Engineering:
1480 Quail Lake Loop, Colorado Springs, CO. 80906
Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights
Minimum Qualifications
At least four years of full-time professional experience where the primary focus was providing high-level professional support and administrative technical assistance. High-level professional support and administrative technical experience involves all of the following:
Tracking data or projects to respond to internal and external requests for updates
Presenting recommendations and suggestions to address complex issues
Reading and interpreting policies, procedures, and rules
Providing a high-level of customer service
Tracking and monitoring a budget for accuracy.
Substitutions:
College or university coursework in accounting, business administration, communications, English, history, journalism, public administration or other field of study related to the duties of this position may substitute for the required experience on a y ear-for-year basis.
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.
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 the name of the school and that a degree was conferred. Transcripts from colleges or universities outside of the United States must be 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.
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.
Comprehensive knowledge and experience in professional, technical, administrative, and clerical procedures and systems.
Knowledge and experience applying State Personnel and Fiscal Rules.
Experience with handling confidential and financial documents.
Knowledge of budget monitoring and tracking, and basic bookkeeping skills.
Experience in automating documents and maintaining an electronic record management system.
Experience with a strict documentation protocol and ensuring all elements of documentation are completed properly.
Experience with electronic documentation, electronic signatures and ability to work in a paperless environment.
Proven ability to manage multiple assignments, priorities, and projects in a demanding environment.
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 partner with a wide variety of stakeholders, with sensitivity to their needs, priorities, promises made, and commitments.
Ability to negotiate mutually acceptable solutions and build consensus through give and take.
Strong 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 facilitation, presentation, and communication skills, both written and oral.
Strong attention to technical detail and accuracy.
Ability to work effectively in both independent and team situations.
Fluency in Microsoft Office Suite (Word, Excel, PowerPoint), Google Applications, Gmail, SharePoint, and the ability to quickly learn other software systems; familiarity with ProjectWise and SAP.
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 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. Resumes must be uploaded as an attachment to your online application.
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.
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 ( dpa_state.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 to Amanda Parkhurst-Strout atAmanda.Parkhurst-Strout@state.co.us or call 303-757-9685 .
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.
MKV (SAP# 50003646 & 50003644 / PCR# 56554 & 56556
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
If you are a current or previous State of Colorado classified employee, please provide your Employee Identification Number (EID) in order to verify your current or previous employment. Your EID begins with 997 and is nine digits long. Please do not enter your Social Security Number. If not, please state "N/A".
03
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".
04
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".
05
A cover letter and resume must be uploaded as attachments to your online application. These documents will not be accepted after the closing date and time of the announcement. Did you attach these documents to your application? If not, you may go back and do so now.
Yes
No
06
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
07
I confirm that I possess at least four years of full-time professional experience where the primary focus was providing high-level professional support and administrative technical assistance, including all of the following - Tracking data or projects to respond to internal and external requests for updates - Presenting recommendations and suggestions to address complex issues - Reading and interpreting policies, procedures, and rules - Providing a high-level of customer service - Tracking and monitoring a budget for accuracy.
Yes
No
08
Briefly describe what step(s) you take to assess customer requests, identify what they truly need, and meet their expectations.
09
Do you have experience utilizing your problem-solving skills? Describe a time you had a problem solve. Describe the incident, what steps you took and the outcome.
10
Please select which location you are interested in, if your are interested in both positions select "both".
Colorado Springs: 1480 Quail Lake Loop, Co Spgs, CO. 80906
Pueblo: 5615 Wills Blvd, Pueblo, Co. 81008
I am interested in both positions.
11
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
Agency
State of Colorado
Address
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Website
https://careers.colorado.gov/
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