Office ManagerExecutive Assistant (Program Assistant II) Grand Junction

Department Information

Applications will be considered from residents and non-residents of Colorado.

Due to the States current hiring freeze this position will not be filled until January 1 or after.

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 for 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

CDOTs 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

This work unit exists to ensure safe and efficient operation of the States public transportation infrastructure and facilities in Region 3. The unit functions to maintain continuity and compliance with all Federal State and local statutes regulations policies and procedures related to public administration of required programs including maintenance traffic operations engineering transportation planning public and governmental relations human resources and financial management.

About the Position

This position provides the Regional Transportation Director (RTD) position with executive-level technical and administrative support at the program level. The RTD directs the work of the regional leadership team of 10 program level managers to include this position which monitors and coordinates regular and non-routine administrative activities for the others and their Program and Admin. Assistant positions on behalf of the RTD. This position is responsible for serving as a liaison with various government officials and entities for the purpose of public and inter-governmental relations. A high level of professionalism and service orientation is required as well as providing continuity for positions that will assume the role of Acting RTD as needed. This position oversees the front desk / reception position classified as an Administrative Assistant III / Customer Service Representative.

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

• Lead the coordination of R3 administrative responsibilities by implementing and expanding upon office procedures and serving as the collection / review point for consolidated data and combined efforts.
• Maintain Regional Transportation Directors daily calendar and commitments.
• Guide regional staff on SAP timekeeping issues.
• Control office workflow maintain reliable document retrieval system.
• Advise staff on CDOT salary guidelines including reallocations outliers saved pay counter offers etc.
• Stay current on processes and tools by attending training and meetings.
• Commit the Regional Transportation Director and Regional Leadership Team to meetings with staff members administrators and officials from government entities consultants and the general public
• Provide information to the R3 Assigned communications staff for the monthly newsletter as well as the R3 Hub.
• Prepare monitor and audit the Regional Transportation Directors annual operating and personal services budget.
• Establish and provide guidance on shared regional Google calendars and ensure others are updating the information as needed
• Encourage process improvements and help facilitate participation in the region as well as a way to centralize and retrieve data.
• Develop and maintain filing system manage city county federal historical and general correspondence.
• Oversee and direct the full-time Administrative Assistant / CSR
• Address personnel issues and mediate.
• Research and analyze information; author documents that give direction and request acation.
• Delegate work effectively when appropriate and monitor progress.
• Collaborate with Regional Transportation Director on the front desk Positions performance evaluations training and safety.
• Other duties as assigned

Work Environment :

Your schedule will primarily be in office 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. Flexplace may be an option after your first year.

Occasional overnight travel 1-3 times a year throughout Colorado

Required to operate CDOT vehicles

Travel may be required during work hours throughout the area

Minimum Qualifications Substitutions Conditions of Employment & Appeal Rights

Minimum Qualifications

Tracking data or projects to respond to internal and external requests for updates

Or

Education from an accredited college or university with coursework in public administration business administration communications English political science history journalism or another field of study closely related to the duties of this position will be considered.

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 addition part-time work will be prorated.

College Transcripts : If you are using education to qualify a legible copy of your official or unofficial college transcript(s) or an official foreign credential evaluation report must be submitted with your application. Transcripts must show the name of the school completed credit hours and (if applicable) that a degree was conferred. Transcripts from colleges or universities outside of the United States must have been assessed for U.S. equivalency by a NACES educational credential evaluation service. The credential evaluation report must be an official report. Failure to provide a transcript or official foreign credential evaluation report may result in your application being rejected and you will not be able to continue in the selection process for this position.

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.

A current valid drivers license is required for all Colorado Department of Transportation (CDOT) positions which require operating a state or personal motor vehicle to perform one or more essential functions of the position.

Preferred Qualifications

The exceptional applicant will possess the proven ability or accomplishment in the following :

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 using education to qualify a copy of your official or unofficial transcript showing that your degree has been conferred and the name of your school or your NACES accreditation. Please submit this 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 and 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 Colorados 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 thecomparative 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 applicants 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 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 applicants 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 . CDOTwill 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 ( ) postmarked in US Mail or hand delivered (1525 Sherman Street 4th Floor Denver CO 80203) or faxed (303.866.5038) within ten (10) calendar days from your receipt of notice or acknowledgement of the departments action. For more information about the appeals process the official appeal form and how to deliver it to the State Personnel Board go to ; contact the State Personnel Board for assistance at 303.866.3300; or refer to 4 Colorado Code of Regulations (CCR) 801-1 State Personnel Board Rules and Personnel Directors Administrative Procedures Chapter 8 Resolution of Appeals and Disputes at under Rules.

ADAAAAccommodations

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

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.

EC (SAP # / PCR #63068)

Required Experience :

IC

Key Skills

Typing,Microsoft Office,Data Entry,Customer Service,Computer Skills,Microsoft Outlook,QuickBooks,Office Experience,10 Key Calculator,Front Desk,Filing,Administrative Experience

Employment Type : Full-Time

Experience : years

Vacancy : 1

Monthly Salary Salary : 4906 - 5641