Program Assistant

Department Information

Applications will be considered from residents of Colorado.

New employees to the State will be paid biweekly. There are 26 biweekly pay periods in a year.

About CDOT

CDOT employees make a difference by providing freedom, connection, and experience to the traveling public, while also keeping them safe. The State of Colorado offers competitive medical, dental and vision insurance, life and disability insurance, and flexible spending and health savings accounts. Visit the State of Colorado benefits f or details, current premium rates and a summary video about benefits. The state also offers PERA retirement, great optional PERA plans such as 401K, a generous paid time off package of annual, sick, holiday and other leave, strong career growth, tuition reimbursement and professional development. Perks include Colorado Employee Assistance Program (CSEAP) counseling, wellness, credit union membership and employee discount program. Visit CDOT Benefits for details. Some positions may qualify for Public Service Loan Forgiveness .

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.

The eligible list created from this announcement may be used to fill current and future vacancies for a period of up to 6 months.

Description Of Job

About the Work Unit

CDOT’s Region 4 North Engineering Program is responsible for the management of projects and operational areas within the Region 4 Transportation System. This includes management of roadway design and construction contracts to implement the Statewide Transportation Improvement Program. Roadway design consists of preparing plans and specifications which are professionally certified in accordance with Federal and State standards that are accurate, biddable, and constructible.

The construction consists of overseeing and directing construction projects in the field to ensure the work is in accordance with the awarded contract. The operational responsibilities include engineering support for maintenance and an interface with local agencies and property owners as required. Ultimately the unit is responsible for providing the best multi modal transportation system for Colorado that most effectively moves people, goods, and information.

About The Position

The Program Assistnat I position provides high level professional support and administrative and technical assistance to the Region 4 North Engineering Program and Supervisors. The position acts as an extension of the North Program Supervisors and is responsible for relieving the Program Supervisors of daily administrative duties including purchasing, budgeting, advising personnel about rules, changes in regulations, procedures, and policies. It also serves as a liaison between internal and external customers and the Region 4 North Engineering Program.

This position requires extensive knowledge about all areas of the organizational unit to properly determine, direct and assist the traveling public and/or CDOT staff. This position requires a high level of confidentiality. This position must possess a working knowledge of technical program and project initiatives, technical program and project statuses, personnel rules and regulations, procedural directives and SAP transactions including financial transactions. This position is essential in order to free professional positions from responding to some technical knowledge requests and allow them to focus on the highly technical, larger complex project and program responsibilities.

Your duties and responsibilities will include, but are not limited to, the following:

• Monitor and coordinate regular and non-routine administrative support activities for the Region 4 North Engineering Program and Program Engineer;
• Serve as a liaison between internal and external customers and the Program Engineer and North Program Supervisors;
• Create, build, and maintain strong business relationships with various internal and external stakeholders and entities;
• Provide program support for R4 North Engineering employees and projects;
• Apply knowledge of CDOT's policies and guidelines to resolve problems, answer questions, and provide information;
• Expedite requests from or for the Program Engineer by understanding the Project’s, Department's, and Region 4’s goals and priorities;
• Analyze reports, information, and data based on general instructions and knowledge of departmental policies and State procedures to provide briefings to Program Engineer;
• Consult with subject matter experts, conduct research, and compile information for the Program Engineer’s review and communicate it all appropriate involved parties;
• Arrange meetings and travel arrangements for management staff;
• Ensure all necessary materials and files are available for meetings; gather agenda items and take meeting notes/summaries for meetings;
• Develop and implement office procedures to ensure the smooth operations of the North Program;
• Provide document management and filing for North Program Engineering;
• Assists Program Engineer with tracking and monitoring North Program budget; evaluate needs and determine fund availability for purchases by the North Engineering Program;
• 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;
• Represent the North Engineering Program and the Department through proper communications and relations with general public, consultants, other State and Federal agencies and others;
• Assist Region Finals Engineer with file management/destruction in Region Cold Storage Room;
• Assist with filing project award, working, and as-built PDF plan sets in ProjectWise; assist with form completion for finals documentation;
• Update/provide privileges to project engineers and technicians in PMWeb;
• Track all incoming/outgoing contract modification orders throughout the review and final signature process;
• Tracks completion of record plan sets for each project and coordinates with associated resident engineer to make sure the records sets are being completed after the award of project;
• Update Finals Project Tracking Spreadsheet with status of project, tracking key dates from award of projects to when the final is submitted to headquarters;
• Assist Region Finals Engineer with completion of Form 580s (Equipment Rental Rate Determination Requests);
• Responsible for staying current and maintaining a working technical knowledge regarding program/project status, program/project initiatives, procedural directives, and personnel rules and regulations;
• 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 by the North Engineering Program;
• Monitor monthly mileage of North Engineering Program’s State Fleet vehicles;
• Other job duties as assigned.

Work Environment

• Your schedule will primarily be 8:00 am – 5:00 pm work hours, Monday-Friday, but we are flexible to meet your work/life balance needs while ensuring CDOT business needs are met.
• Occasional travel during work hours
• May be required to work occasional overtime due to workload or emergencies

Experience Only

Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights

Four (4) 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

OR

Education And Experience

• A combination of relevant education and experience equal to at least 4 years.
• Education from an accredited college or university with coursework in accounting, business administration, communications, public administration, or another field of study related to the duties of this position will be considered.
• Full-time experience where the primary job duties included ALL of the following will be considered:
• Tracking data or projects to respond to internal and external requests for updates
• Reading and interpreting policies, procedures, and rules
• Tracking and monitoring a budget for accuracy
• Providing a high level of customer service

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.

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

Theexceptional applicantwill be an experienced professional and will possess the proven ability or accomplishment in the following:

• Comprehensive knowledge and experience in professional, technical, 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;
• 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 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, SAP, ProjectWise, and the ability to quickly learn other software systems.

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 a veteran, a copy of your DD214. Please submit this as an attachment to your online application.

Please note that you may redact information on your attachments that identifies your age, date of birth, or dates of attendance at or graduation from an educational institution.

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.

The State of Colorado strives to create a Colorado for All by building and maintaining workplaces that value and respect all Coloradans through a commitment to equal opportunity and hiring based on merit and fitness.

The State is resolute in non-discriminatory practices in everything we do, including hiring, employment, and advancement opportunities.

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 " ***email_hidden*** " 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 “Accurate.”Accurate, a consumer reporting agency, will obtain the report for CDOT. Further information regarding Accurate including its privacy policy, may be found online at . Accurate is located at 200 Spectrum Center Drive Suite 1100, Irvine, CA 92618. 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 ( View email address on jobradars.com ), postmarked in US Mail or hand delivered (1525 Sherman Street, 4th Floor, Denver, CO 80203), or faxed View phone number on jobradars.com) 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 View phone number on jobradars.com; 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.

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 Angelita Sims at View email address on jobradars.com

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.

AS (SAP #50004143/PCR #65806)