ADMINISTRATIVE ASSISTANT III (Colorado Springs Mtc)

• 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.

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.

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)