Administrative Assistant III - Limon (Maintenance)

Administrative Assistant III

The Transportation Region 4 (Northeastern Colorado) Maintenance Unit provides administrative and technical support for the maintenance section and region. This unit interprets, coordinates and provides information to the travelling public, maintenance supervision, section employees, and departmental personnel relating to Colorado Department of Transportation policies and procedures using the most efficient, effective and resourceful methods possible.

The Administrative Assistant III provides administrative support and establishes general office record systems, implements professional standards in communication, answering inquiries from the public and state employees concerning departmental policies, procedures and general road conditions and making referrals to appropriate information sources. This position completes data entry and tracks various information and documents in a variety of computer systems, accurately process invoices, time sheets, personnel and other departmental forms. Position provides administrative support to the assigned maintenance area, including the foreman (LTC Ops I), junior foremen (TM IIIs), and maintenance employees. This position must maintain confidentiality, ensure the maintenance area's office functions perform smoothly, efficiently, and cost effectively.

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

• Verify and enter compiled data while ensuring accuracy for Maintenance Management System, SAP, Adopt-A-Highway, credit card purchases, employee leave, accident reports, fuel usage, performance plans, and any other forms for tracking as necessary;
• Set-up, compile, track, and maintain necessary information for daily procedures by way of filing, computer programs, and reports;
• Circulate, store, post and purge files/documents as necessary per Records Management Protocol;
• Maintain confidentiality and adhere to record management rules and guidance;
• Assist in maintaining data naming conventions and ensuring data integrity of received information for efficient and adequate reporting.
• Schedule and track employee DOT Physicals, CDL expirations and Pulmonary Function Testing and ensures timely renewals;
• Track, process, and input all purchases in the assigned maintenance area including credit cards, purchase orders, and contracts;
• Prepare, monitor and verify invoice charges and coding. Maintain direct interaction with vendors and Regional Business Office to resolve discrepancies;
• Process and input incentive awards, petty cash and expense vouchers;
• Order, stock and maintain office inventory;
• Create Purchase Orders, pays invoices and tracks PO balances;
• Prepare Employee Expense Reports, ensuring use of proper rates and coding, and obtains required signatures for processing;
• Verify invoices for completeness, accuracy and proper coding prior to payment;
• Assist supervisor with credit card statements, ensuring all invoices are posted;
• Verify employee expenses for accuracy.
• Compile and monitor the accuracy of paperwork for new hires, promotions, transfers, terminations/resignations, worker's compensation, Family Medical Leave, DOT physicals, and drug screens. Inform, clarify, and verify employee benefits;
• Perform timekeeping for the area in SAP;
• Check and verify the accuracy of work hours and coding for all employee payrolls;
• Track and monitor all leave accruals, usage and balances. Prepare monthly on-call and overtime reports;
• Administer and monitor testing procedures for new hire applicants;
• Provide thorough and accurate orientation to all new employees;
• Exercise independent judgment decisions to drive quality customer service while developing and establishing procedures for the collection, coordination and establishing and tracking of critical files, records and information;
• Assist Human Resources in proctoring promotional testing, verifying candidate eligibility, troubleshooting login issues and ensuring completion of required paperwork;
• Communicate with Human Resources and Payroll to resolve employee time sheet issues;
• Evaluate, reconcile, purge and/or archive all related documentation in accordance with CDOT Records Management requirements;
• Assist in the completion of Exiting Employee paperwork, due to resignation or retirement;
• Communicate and explain CDOT practices and regulations with the general public by processing/directing citizen concerns, inquiries, and complaints pertaining to maintenance operations and/or road conditions;
• Refer internal/external inquiries and telephone calls to the appropriate person or department for additional information and/or handling;
• Maintain professional and courteous standards in routing all inquiries;
• Interpret, clarify, and communicate office and CDOT policies to all employees;
• Maintain good public relations with various government agencies and the public;
• Provide directional information, assist complainants or direct them to the proper person for resolution.
• Other job duties as assigned.

Work Environment

• Primarily 8:00 am - 5:00 pm, Monday - Friday with the opportunity for a flexible schedule
• This position works in-office
• Travel required to attend regional meetings, training sessions, and provide on-site administrative coverage for other locations during staff absences.
• Must be able to operate a CDOT vehicle