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ADMINISTRATIVE ASSISTANT III (Aurora Maintenance Office)

Recruitment #110802-G3A4XX-16

Opening Date:8/8/2011 8:00:00 AM
Closing Date:8/10/2011 5:00:00 PM
Type of Recruitment: Open Competitive
Salary:$2,897 - $4,065/month *New employees are typically hired at range minimum.
Employment Type: Full Time
Location(s): CASTLE ROCK

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INTRODUCTION

This position has been exempted from CDOT's internal hiring freeze. The eligible list created from this announcement will be used to fill current and future vacancies which may come available during the life of the list. 

Appointment to the vacancy or vacancies represented by this announcement is expected to be from the eligible list created or from the transfer, non-disciplinary (voluntary) demotion or reinstatement applicants.  However, there is the possibility that appointment(s) may be made by transfer, reinstatement, disciplinary or non-disciplinary demotion, trial service reversion, placement due to return from military service or a business need that results in another method of appointment not selected. 

CDOT employees may apply as a promotional or transfer opportunity by following the directions in the job announcement. To be considered, you must submit a complete online application and supporting documents as described in the "How to Apply" section of this announcement by the posted close date.

INFORMATION ABOUT THE POSITION

This position is part of a team that provides administrative support for the Aurora Maintenance Office in Region 1.  This includes providing coordination and information through data entry, record keeping, drafting and relaying correspondence, and receptionist duties.

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 $50,000
  • 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 1 Aurora Maintenance Section and ensures that the office runs smoothly, efficiently and cost effectively.  As the Administrative Assistant, you will provide office support to over 250 Maintenance employees in Aurora and the surrounding areas.

Job duties include:

  • Answer telephones for the Region 1 Complex; Interpret CDOT policies and procedures for the general public and CDOT personnel both by personal contact and by telephone; Provide directional information, assist complainants or direct them to the proper person for resolution; Communicate emergency situations immediately via telephone or highway band radio as needed; Set up meetings and special events as requested; Assist customers with oversize permits; Conduct new employee orientations per established guidelines; Assist new and current employees on time sheets, leave sheets, employee benefits, verify accuracy of all documents; Assist new employees and their supervisors in enrolling in mandatory training classes; Assist HR with Suitability Exams/Interviews;
  • Provide administrative support to the Region 1 Bridge/Weed Coordinator; Create and maintain an efficient filing system for Bridge and for Weed Spraying programs; Create, update and maintain instructional and training manuals with the input of the Bridge/Weed Coordinator as directed; Assist with specific project paperwork, information gathering and tracking as needed; Schedule weed sprayers for semi-annual conferences/training; Assist Bridge/Weed Coordinator with updating and maintaining schedules for Bridge repairs and weed spraying and entering data into various forms per established procedures, guidelines, rules and regulations;
  • Process Worker's Compensation, Family Medical Leave (FML), and Short-Term Disability (STD) claims in compliance with rules, laws, regulations, CDOT and State policies as well as advise personnel and supervisors of claim procedures and status; Evaluate, reconcile, purge and/or archive all related records; Maintain confidentiality of all claims and medical information; Coordinate Modified Duty program with Superintendent, supervisors, employees and Risk Management; Track required timeframes for Worker’s Comp, FML, STD and ensure compliance with documentation needs; Maintain and modify as necessary a computer tracking log for each of these programs; Submit monthly documentation and reports to appropriate supervisors and Risk Management; Enter data into SAP for FML and payroll purposes; Monitor, correct and train employees to use the proper coding on the timesheet to accurately reflect lost time and use of sick and annual leave;
  • Serve as the Timekeeper for the Specialty Crews at Region 1 Aurora Complex which includes Building Crew and Storeroom employees; Resolve timesheet collision errors weekly; Enter in time for employees on leave to ensure accurate and proper payment of time; Work with payroll, HR, supervisors and employees to resolve timesheet or paycheck issues; Notify payroll when employees are on “Leave without Pay” and when they return to duty; Assist with tracking amounts of leave available to an employee; Assist in training supervisors and employees on timesheet and other related SAP activities as needed;
  • Compose, modify, generate and route maintenance correspondence using the computer or typewriter; Make copies as required for maintenance operations; File documents for personnel and other maintenance related materials in appropriate place; Locate, acquire and dispense office supplies and forms to section personnel; Create, update, and maintain all Worker’s Comp, FML, STD, and payroll records and files; Using SAP, order supplies, pay invoices, enter appraisals, track FML leave usage and enter own leave and work time as well as others to whom this position functions as a timekeeper;
  • Maintain waiting list for Maintenance Trailer Park Trailers available for rent by Transportation Maintenance workers; Update and verify occupants and current contracts on file; Coordinate with the CDOT staff to clean and repair trailers when vacated and notify payroll, property management and utilities of vacancy; Notify next on waiting list when a trailer becomes available; Prepare new contracts, get appropriate signatures, notify payroll and property management of the change; Coordinate with new renter to change utility services from CDOT to the renter;
  • Track and prepare required DOT physical and Voluntary Medical Monitory Program paperwork so employees maintain current DOT medical certification cards; Process DOT physical paperwork received from clinics accurately and in a timely manner;
  • Provide assistance on special projects as requested by Management; Assist the Office Manager in clerical and administrative duties as assigned; Participate as both a learner and a trainer in cross training for complete coverage of office operations; Assist in the use and maintenance of copiers, fax machine, postage meter and other office equipment; Order office supplies and room identification name plates;
  • Other duties as assigned.

CDOT EDUCATION AND EXPERIENCE REQUIREMENTS

Three years of general clerical experience, which included working with computer software and applications (e.g. Microsoft Word, Excel, Access etc.). 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. The work schedule for this position is approximately 8:00 am – 5:00 pm, in an office setting. 

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 decision regarding the acceptance of your application for inclusion in the assessment process or the content/conduct of the assessment 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 review/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 rejection of your application or the administration of the assessment/examination.

TRANSFER APPLICANTS

To be eligible to request a transfer a current state personnel system employee must:

  • have been in his/her current position for at least one year;
  • 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-Successful performance rating.

In addition, CDOT employees in current positions for less than one year or in a Hard to Fill position for less than three years must receive written approval from your appointing authority to seek a transfer.

Eligible transfer candidates must submit a complete application following the directions in this job announcement in the "how to apply section". If you meet the qualifications for a transfer, the hiring manager at his/her discretion may consider you for appointment, independent of the competitive assessment process. However, all qualified transfer eligible candidates who submitted an application by the posted deadline will be included along with all other qualified candidates in the competitive assessment process. If you do not want to compete in the competitive assessment process you may at any time withdraw from the formal exam process.

HOW TO APPLY

Only complete applications submitted by the closing date/time for this announcement will be given consideration.  After you submit your online application you should receive an email that confirms that you've successfully submitted an application for this specific position.  If you do not, as a way to verify visit "My Applications/Application on File/Profile" and ensure that your email address was entered correctly, you can also view your notices within My Application/the specific recruitment that you applied to and Click "View" under view notices.

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 legible copy of your official or unofficial college transcript(s) showing your degree has been conferred (if applicable).  If your degree or course work is from a non-U.S. accredited college or university, a NACES credential evaluation report showing degree or course equivalency must be submitted with your application.
3) Cover Letter: The experience, education, skills and abilities listed in this announcement have been identified as critical to successful performance in this position.  Please describe your (1) Interest in this position with CDOT, (2) How your experience, education, skills and abilities demonstrate that you would be a good fit, and (3) how you would contribute to the successful operation of the Region 1 Aurora 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.  

The Cover Letter e is limited to one (1) typewritten single-sided page (11 font preferred).   Your Cover Letter must be uploaded in the "Other" tab of your online application by the close date of this announcement.  Failure to submit this document and anything else in the "How to Apply" section of this announcement within the specified timeframe may result in failure to move to the next phase of the selection 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.

EH (50002653/PCR#27812)