ADMINISTRATIVE ASSISTANT II – Colorado

Department Information

This position is only open to Colorado state residents.
About CDOT
Are you looking for a challenge? Do you have a passion for helping people? Do you want to be part of a diverse team that is committed to making the transportation system in Colorado safe and efficient? Then, the Colorado Department of Transportation (CDOT) is the place for you! CDOT is devoted to incorporating technology, providing equal employment opportunities, developing leaders, and improving systems in order to provide outstanding customer service. By saving lives and making lives better by providing freedom, connection, and experience through travel, CDOT is committed to becoming the number #1 Department of Transportation in the country. In working towards this goal, we believe every one of our employees plays a critical role. CDOT’s core values include safety, people, integrity, customer service, excellence and respect. Please visit https://www.codot.gov/ to learn about CDOT and how we are making Colorado a great place to live, work and play, now and for the future!

State employees make Colorado an amazing place to learn, work, and play. We want every day to feel like an opportunity. We want to be surrounded by innovation, vibrant optimism, and creativity. Most of all we want to feel like we’re doing what we’re meant to be doing. It’s our nature. Working for Colorado means being surrounded by people who share your vision. It’s where making a difference meets a pioneering spirit. Reach your peak state and together let’s share everything we love about Colorado. To learn about the State’s Employee Value Proposition visit: https://www.colorado.gov/dhr/evp

In addition to a fantastic place to work, CDOT offers a variety of benefits which include:

  • 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 with no cost preventative services
  • State paid Life Insurance with optional additional life insurance
  • State paid Short Term Disability coverage, with optional long term disability plan
  • Participation in PERA with 2 retirement plan options, and voluntary PERA 401K and 457 plans
  • Credit Union membership
  • Work life programs
  • State Employee Assistance programs at no cost
  • Tuition and certification reimbursement program
  • Access to a diverse array of technical, leadership, supervisory and specialty training across the state, in addition to personal development and productivity learning opportunities
  • State employee discount programs

To learn more about our benefits visit: https://www.colorado.gov/dhr/benefits

To learn about the total compensation package for State government employment visit: https://www.colorado.gov/dhr/totalcompensation

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Description of Job

THIS POSITION WILL CLOSE ON NOVEMBER 21, 2019 OR WHEN 20 QUALIFIED APPLICANTS MEET THE REQUIREMENTS; WHICHEVER OCCURS FIRST.

This position is located in Greeley, Colorado and will provide administrative support in the Boulder Residency and Right-of-Way Unit. The Administrative Assistant will implement professional standards in communication, both verbal and written, answer questions from the public concerning department policies, procedures and general information in a courteous, friendly manner. The support duties will be in the areas of utilizing state of the art electronic data processing equipment and furnishing specific expertise when required including, but not limited to, word processing, data collection, data entry, data distribution, filing, SAP transactions, document reproduction and accounting techniques to assure that the unit’s work flow i accomplished in the most efficient manner possible. This position will be responsible for prioritizing demands from multiple sources.

Major duties and responsibilities include, but are not limited to:

  • Maintain professional and courteous standards in all interactions; provide excellent customer service to both internal and external customers;
  • Input and process data using SAP transactions and utilizing SAP reports;
  • Create, formulate, generate and maintain computerized database program files and reports used for engineering and administrative purposes;
  • Research, compose, code, calculate, format, type/word process, proof for accuracy and completeness to include memos, forms, correspondence, minutes of meetings, vouchers,journals, cash dispersments and purchase orders for signature from narrative, hand written and/or typed materials for external and internal customers;
  • Assist the following Units-Appraiser, Survey, Plans and Acquisitions with writing scopes of work and track existing purchase orders, prepare updated consultant task order and price agreement notebooks and assist with their task order and price agreement tasks;
  • Interpret, clarify and choose the most appropriate guidelines and communicate office procedures and CDOT Policy, Procedural Directive, and rules deadlines to permanent, temporary and part-time employees, consultants, contractors and other agencies;
  • Other job duties as assigned.


Work Environment:

  • Primarily 8:00 am – 5:00 pm work hours, Monday-Friday
  • Travel required during work hours throughout the Region
  • Required to operate CDOT vehicles

Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights

This experience must be specifically documented on your application. Additional information submitted after the closing date of this announcement will not be considered in the review of your application.

  • Two years of general clerical experience where the primary responsibilities included working with computer software and applications (e.g. Microsoft Word, Excel, Access, PowerPoint, etc.), creating memos and correspondence; and using spreadsheets to track information (experience MUST be included in your application)

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

  • Demonstrated success with the duties listed in the Description of the Job section;
  • Highest work/personal ethics and integrity;
  • Strong technical knowledge of administrative and clerical procedures and systems;
  • Knowledge of State Personnel and Fiscal Rules;
  • Experience with handling confidential and financial documents;
  • Proven ability to manage multiple assignments, priorities, and projects in a fast-paced environment;
  • Excellent customer service, interpersonal, and relationship building skills;
  • Excellent time, project management, and organizational skills;
  • Ability to manage and prioritize work assignments independently;
  • Ability to multi-task;
  • Flexibility in adapting to changing work assignments;
  • Strong attention to detail and accuracy;
  • Analytic thinking and problem-solving;
  • Strong ability to take initiative to solve problems;
  • Effective presentation and communication skills, both written and oral;
  • Ability to work effectively in both independent and team situations;
  • Excellent computer skills including fluency in Microsoft Office Suite (e.g., Word, Excel, Access, PowerPoint), MS Publisher, Adobe, SAP, SharePoint, Gmail, and the ability to quickly learn new software.

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 differed judgments and convictions as well 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 “TC logiQ”.

TC logiQ, a consumer reporting agency, will obtain the report for CDOT. Further information regarding TC logiQ, including its privacy policy, may be found online at www.TClogiQ.com. TC logiQ is located at 629 N. Weber St., Suite 7C, Colorado Springs, and can be reached at 877.825.6447.

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, education 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.

Supplemental Information

Applicant Checklist: Only complete applications submitted by the closing date for this announcement will be given consideration. 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.

Complete Applications must include the following documents:
1) A complete CDOT Application for Announced Vacancy (please submit online using the link in this announcement)
2) A complete Supplemental Questionnaire (must submit online as part of your application)
3) A cover letter/letter of interest
4) A chronological resume

Only complete applications will be given consideration. 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.

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.

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.

The Assessment Process: Colorado Revised Statutes require that all state employees be hired and promoted through comparative analysis of merit and fitness. Part or all of the assessment 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 application material to assess and rank applicants who meet the minimum requirements, to cut to a top group for additional assessment, or establish an eligible list for referral to the hiring manager for final consideration.

Be sure your application material specifically addresses your qualifications, experience, work products, and accomplishments as they relate to the Major Duties, Education and Experience Requirements, and Exceptional Applicant sections as listed above. Upload additional pages if necessary to fully explain your experience and accomplishments. 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 of step of the selection process and placement on the eligible list.

Appeal Rights: If you receive notice that you have been eliminated from consideration for the position, you may protest the action by filing an appeal with the State Personnel Board/State Personnel Director within 10 days from the date you receive notice of the elimination.

Also, if you wish to challenge the selection and comparative analysis process, you may file an appeal with the State Personnel Board/State Personnel Director within 10 days from the receipt of notice or knowledge of the action you are challenging.

Refer to Chapters 4 and 8 of the State Personnel Board Rules and Personnel Director’s Administrative Procedures, 4 CCR 801, for more information about the appeals process. The State Personnel Board Rules and Personnel Director’s Administrative Procedures are available at www.colorado.gov/spb.

A standard appeal form is available at: www.colorado.gov/spb. If you appeal, your appeal must be submitted in writing on the official appeal form, signed by you or your representative, and received at the following address within 10 days of your receipt of notice or knowledge of the action: Colorado State Personnel Board/State Personnel Director, Attn: Appeals Processing, 1525 Sherman Street, 4th Floor, Denver, CO 80203. Fax: 303-866-5038. Phone: 303-866-3300. The ten-day deadline and these appeal procedures also apply to all charges of discrimination.

ADA Accommodations: To request an accommodation, please contact the Center for Human Resource Management at (303)757-9216 or the contact listed on this announcement as soon as possible to be timely for the assessment process. 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 participate in the hiring process. The person making the request may be asked to provide additional information regarding functional limitations and type of accommodation needed which will be kept confidential. Advance preparation may be required so requests for accommodation need to be timely for each part of the assessment.

YOU MUST BE A RESIDENT OF COLORADO TO APPLY. CDOT IS AN EQUAL OPPORTUNITY AND AFFIRMATIVE ACTION EMPLOYER COMMITTED TO ASSEMBLING A DIVERSE WORKFORCE.

AS (SAP #50003956)

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