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ADMINISTRATIVE ASSISTANT III (Colorado Springs Mtc)

Recruitment #100309-G3A4XX-03

Opening Date:3/22/2010 8:00:00 AM
Closing Date:3/26/2010 5:00:00 PM
Type of Recruitment: Open Competitive
Salary:$2,897.00 - $4,065.00/month (Salary is dependent upon Executive Director review and approval)
Employment Type: Full Time
Location(s): CRIPPLE CREEK

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INTRODUCTION

Do you enjoy providing excellent customer service, working in a team oriented environment and having a variety of job duties?  If so, come join the Region 2 Colorado Springs Maintenance section of the Colorado Department of Transportation!

INFORMATION ABOUT THE POSITION

  • Primarily 8:00 am – 5:00 pm work hours, in an office setting
  • Periodic travel during work day to attend training sessions and meetings
  • Administrative Assistant III pay range: $2897 - $4065 per month
  • Although this is the full salary range, due to the current State budget issues, the starting salary for these positions is expected to be at or near the range minimum.
  • BENEFITS

    CDOT offers a variety of benefits for employees including:
    • Annual leave (accrued based on years of service, starting at 8 hours a month),
    • Sick leave accrued at 6.66 hours a month
    • 10 paid holidays per year
    • Medical and dental plans
    • State paid life insurance policy of $40,000
    • Choice of 2 retirement plans
    • 401K and 457 plans
    • State paid Short Term Disability coverage
    • Credit Union Membership
    • Work life programs
    • Tuition reimbursement programs
    • Training

    See the CDOT website for complete information on benefits at http://www.coloradodot.info/topcontent/employment/benefits.html

    MAJOR RESPONSIBILITIES

    This position is located in the Region 2 Colorado Springs Maintenance Section, and ensures that the the office runs smoothly, efficiently and cost effectively.  As the Administrative Assistant, you will provide office support to four maintenance supervisors and over 60 employees.

    Job duties include:
    • Establish and maintain effective and cooperative working relationships with all levels of personnel, including internal customers, the public, and other agencies;
    • Serve as the first point of contact to the public and department staff, both in person and by telephone;
    • Clarify and communicate CDOT policies and office procedures to the public, employees, and other agencies;
    • Assist with coordinating and scheduling training by sending out course announcements, enrolling employees, creating and printing course rosters, and classroom setup;
    • Perform word processing, data entry, and coding to create reports, memos, forms, and correspondence;
    • Schedule appointments, maintain office inventory, and verify employee expenses for accuracy;
    • Perform record keeping by compiling and sorting confidential information into files and reports;
    • Serve as timekeeper for maintenance employees, and verify employee's leave balances for accuracy;
    • Perform computer data entry using Microsoft Excel, Word, Access, SAP and other software programs;
    • Create, revise, and implement office procedures;
    • Maintain office data entry spreadsheets, contact lists and other database systems for methods of documenting, contacting and tracking;
    • File, retrieve, and prepare documents, correspondence and reports;
    • Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution;
    • Assure effective, expedient communications and positive public relations;
    • Perform general office duties such as ordering supplies, maintaining records management systems, and performing basic bookkeeping work;
    • Receive, open, stamp, sort, and distribute mail;
    • Other duties as assigned.

    CDOT EDUCATION AND EXPERIENCE REQUIREMENTS

    Three years of general clerical experience, which included one year where the primary responsibility of your duties included working with computer software and applications (e.g. Microsoft Word, Excel, etc.), creating memos and correspondence, using spreadsheets to track information, processing invoices for payments, AND providing on-going customer service in person, on the phone and via email to internal and external customers.  Please include details about the computer software or programs you are proficient in operating.  This experience must be specifically documented on your application.

    The Exceptional Applicant will be a successful Administrative Assistant with proven ability or accomplishment in the following:

    • Strong technical knowledge of administrative and clerical procedures and systems;
    • Knowledge of State Personnel and Fiscal Rules;
    • Experience with handling confidential and financial documents;
    • Knowledge of budget monitoring and tracking, and basic bookkeeping skills;
    • Proven ability to manage multiple assignments, priorities, and projects in a fast-paced environment;
    • Excellent customer service, interpersonal and relationship building skills;
    • Ability to manage and prioritize work assignments independently;
    • Ability to multi-task;
    • Demonstrate flexibility;
    • Strong attention to detail and accuracy;
    • Analytic thinking and problem solving;
    • Strong ability to take initiative to solve problems;
    • Strong visual presentation skills;
    • Excellent time, project management, and organizational skills;
    • Effective oral and written communication skills;
    • Work effectively in both independent and team situations;
    • Excellent typing skills; ability to type at least 40WPM;
    • Computer skills including fluency in Microsoft Office Suite, MS Publisher, Adobe, SAP and the ability to learn new software.

    SUBSTITUTIONS

    College, university, or non-correspondence business school course work directly related to the major duties listed above may substitute on a year-for-year basis for the general clerical experience but not for the specific experience.  If you are substituting coursework for any of the required experience you must submit a copy of your official/unofficial transcripts for this coursework.

    NECESSARY SPECIAL REQUIREMENTS

    A Criminal background check may be conducted. This position is required to operate vehicles during the work day, so must possess and maintain a valid State of Colorado driver's license with a driving record that does not exceed our application limits, which include:

    • Seven or more violations while operating a motor vehicle in the last seven years, four or more violations in the last three years, or three violations in the last year.
    • Any reckless driving violation within the last three years, or two or more reckless driving violations in the last seven years.
    • Any driving offense within the last three years that was caused by alcohol or drugs, or two or more convictions for driving offenses involving alcohol or drugs in the last seven years.
    • Suspension or revocation of driver’s license in the last two years, or two or more suspensions or revocations in the last seven years.

    ADA ACCOMMODATIONS

    Any person with a disability as defined by the Americans with Disabilities Act (ADA) may be provided a reasonable accommodation upon request to enable the person to complete an employment examination.  To receive the accommodation, the person making the request must present medical documentation that describes the disability which justifies the accommodation.  Because it requires several days for CDOT to evaluate the request and prepare for the accommodation, it is essential for the person who believes he/she may need an accommodation to locate or obtain the documentation that he/she intends to submit well in advance of the exam date.  Failure to provide the medical documentation several days in advance of an exam could make it impossible for CDOT to prepare for and provide the requested accommodation.

    To request a reasonable test accommodation for this examination, please contact the Center for Human Resource Management at (303)757-9216 or the ADA Coordinator, Ben Cordova, at (303)757-9594, 4201 E. Arkansas Ave., Denver, CO 80222 several days before the exam date.

    IMPORTANT NOTE

    Colorado Revised Statutes require that all state employees be hired and promoted through competitive examination of merit and fitness. Part or all of the exam for this position will include a review of your application material. Applications will be reviewed by a Human Resource Specialist and/or Subject Matter Experts to determine if you meet the minimum requirements for the position. They may also use the applications to assess and rank applicants, who meet the minimum requirements, to cut to a top group or establish an eligible list for referral to the position. Be sure your application material specifically addresses your qualifications, experience, work products, and accomplishments as they relate to the Major Responsibilities, Education and Experience Requirements, Exceptional Candidate, and Necessary Special Requirements sections as listed above. Attach additional pages if necessary to fully explain your experience and accomplishments. Failure to include adequate information or follow instructions may result in your application not being accepted for this position and may affect your score or inclusion in the final pool of qualified candidates.

    Appeal Rights: If you believe the content of the examination for this position was arbitrary, capricious or contrary to rule or law (scores and ranks are not considered as conduct or content), you may view the instructions for the appeal process and complete the Colorado State Personnel Consolidated Appeal/Dispute Form found at: www.colorado.gov/cs/Satellite/DPA-SPB/SPB/1232721347216 . Appeals must be in writing and received no later than 10 calendar days from the date of the examination was administered.

    TRANSFER APPLICANTS

    To be eligible to request a transfer an employee must:

    • have been in his/her current position for at least one year (three years if in a Hard-to-Fill location and signed a Hard-to-Fill Agreement),
    • be currently classified in the same class or with the same grade maximum as announced,
    • meet the minimum qualifications listed in this announcement, and
    • have at least a level 2 performance rating.

    Transfer candidates must submit a complete application, following the directions in this job announcement, by the posted deadline. If you meet the qualifications for a transfer and wish to be considered as a transfer, type "TRANSFER" in the first job in your job history within your application. You will be added to the eligible list as a transfer candidate. However, at the department's discretion, transfer candidates may be requested to participate in the exam process. If it is determined that you are not eligible for transfer, but meet the qualifications for the position, you will be included in the exam process.

    HOW TO APPLY

    Complete Applications must include the following documents:

    1) A complete CDOT Application for Announced Vacancy (please submit online in JobAps using the link below)
    2) A complete Supplemental Questionnaire (please submit online in JobAps using the link below)
    3) A legible copy of your official or unofficial college transcript(s) or NACES credential evaluation report showing your degree has been conferred (if applicable)
    4) Exam phase - Cover Letter.  The cover letter is limited to one (1) typewritten single-sided page (11 font preferred).   The education, experience, abilities, and accomplishments listed in this announcement have been identified as critical to successful performance in this position.  Please describe your interest in this position with CDOT, and how your experience, abilities, and accomplishments demonstrate that you would be a good fit for this position, and how you would contribute to the successful operation of the Region 2 Pueblo Maintenance section.  Please be specific about your past work experiences using Microsoft Office (e.g. Word, Excel, and Outlook) and any other software programs.  Be sure to include your proficiency in each software program and how often you use each one.  This document MUST be uploaded into your on-line job application in JobAps in order to evaluate your ability to use computer systems and attention to detail.  Failure to submit this document and anything else in the "How to Apply" section of the announcement may result in failure to move to the next exam phase of the selection process.  Your response may be used as all or part of the exam process.

    Please Note
    : Uploaded files within your online application cannot exceed 1 MB in size. Files larger than 1 MB cannot be opened or viewed once submitted, so cannot be reviewed for consideration for this position.

    Only complete applications will be given consideration. Every effort must be made to submit transcripts 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, but may be used to supplement information to the application. Failure to submit properly completed documents by the closing date of this announcement will result in your application being rejected.

    Colorado Address Confidentiality Program (ACP): If you are covered by the Address Confidentiality Program, CRS 24-21-201 through 24-21-214, please notify the HR office or analyst listed on this announcement so that you are provided the appropriate time extension for notifications provided by U.S. mail. The extension allowed under this program applies only to U.S. mail notifications that include a deadline of 10 days or less.

    YOU MUST BE A RESIDENT OF COLORADO TO APPLY. THE STATE OF COLORADO IS AN EQUAL OPPORTUNITY EMPLOYER.

    APS (SAP position #50001228/PCR#21927)