Administrative Assistant III-Part Time Job at State of Colorado Job Opportunities – 3.4 Denver, CO

Department Information

This position is only open to Colorado state residents.

There are two part-time vacant Administrative Assistant III positions:

Administration Assistant III- Field Administration

Administrative Assistant III- Support Department


About CDOT

Do you want to make a difference in Coloradans’ lives? Do you have a passion for helping people and keeping them safe? At the Colorado Department of Transportation (CDOT), you’ll have the opportunity to do just that. The work our people does contributes to keeping Coloradans and visitors safe and provides freedom, connection, and experience through travel. Please visit our careers page 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

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.

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, visit our careers page!

Life at CDOT during COVID-19

At CDOT, we have taken several measures to protect employee safety and health, while ensuring continuity of operations. Employees with the ability to perform their job duties from home are encouraged to do so. For those employees who are working on-site, facial coverings in public spaces and social distancing when possible are required. We will provide employees with masks, as needed. We have implemented frequent deep cleaning and disinfecting procedures in our buildings and equipment. You can expect your interview to be done remotely and visitors to any CDOT building are required to pre-screen. You can rest assured that we are committed to doing our part to keep employees connected, healthy, safe, and productive during these challenging times.


Description of Job

There are currently two vacant part-time Administrative Assistant III positions located in the Region 1 Section 5 Maintenance.

Positions will interpret, coordinate, facilitate and provide accurate factual information to the traveling public, maintenance supervisors, section employees and departmental personnel. Positions will report meter readings on all equipment on a monthly basis, reconcile fuel receipts, complete uniform orders for area employees, process winter tickets and enter them into the SAP system. The Administrative Assistants will track and process new hire training pay requests, accurate data entry and tracking of all shared drive spreadsheets, procure and distribute office supplies and forms to area personnel. Positions will serve as the LMS enroller for the area.

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

Responsible for updating personnel data and records for all full-time and any temporary/seasonal employees;

Collaborate with the Aurora Region 1 KOA office to resolve any discrepancies with the employees’ records;

Evaluate, reconcile, purge and/or archive all records per State/Agency Records Retention Rules;

Assist area employees with payroll, leave, and benefits verifying accuracy of documents;

Enter, release and obtain approval of timesheets for all off duty personnel by monthly deadline; generate and submit all revised timesheets;

Establish and maintain effective and cooperative working relationships with all levels of stakeholders, including internal customers, the public, and other agencies;

Serve as the first point of contact to the public and department staff, both in person and by telephone, maintaining professional and courteous standards in routing all inquiries;

Clarify and communicate CDOT policies and office procedures to the public and employees;

Perform data entry, and tracking of reports and spreadsheets and forms;

Create, coordinate, and/or schedule calendar appointments and events;

Review all expense reports for accuracy, ensuring correct amounts are charged;

Perform record keeping by compiling, sorting, and scanning confidential information into files and reports.

Perform basic review of invoices and prepare for payment

Perform computer data entry using Microsoft Excel, Word, PowerPoint, SharePoint, SAP, Google Applications, and other software programs.

File, retrieve, and prepare documents, correspondence and reports.

Perform safe work practices; stay aware of and report potential safety hazards in and around the office.

Other duties as assigned.

Work Environment:
Primarily 8:00 am – 1:00 pm work hours, Monday-Friday in an office setting

The individual in this position will primarily work in the office 2 days per week or more depending on the business need

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.

Minimum Qualifications

Three years of general clerical experience, where the primary responsibilities included ALL of the following:

Working with computer software and applications (e.g. Microsoft Word, Excel, PowerPoint, SAP, Google Applications, etc.)

Creating memos and correspondence

Using spreadsheets to track information

Processing invoices for payments

Providing on-going customer service in person, on the phone and via email to internal and external customers

Substitution: College or university course work in Public Administration, Business Administration, Communications, Psychology, or other field of study related to the duties of this position may substitute for the experience on a year-for-year basis.

Please note: The required experience must be substantiated within the work experience section of your application. Your resume will not be reviewed to determine if you meet the minimum qualifications; only the work experience section of your application will be reviewed to determine this. “See Resume” statements on the application will not be accepted. In 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 a foreign credential evaluation report must be submitted with your application. Transcripts must show the name of the school and that a degree was conferred. Transcripts from colleges or universities outside of the United States must be assessed for U.S. equivalency by a NACES educational credential evaluation service. Failure to provide a transcript or 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.

The Exceptional Applicant 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; the ability to keep confidentiality is a must with this position;

Strong technical knowledge of administrative and clerical procedures and systems;

Experience with handling confidential personnel and financial documents;

Excellent computer skills including fluency in Microsoft Office Suite (e.g. Word, Excel, PowerPoint, SharePoint), Gmail and Google Applications, SAP, and the ability to quickly learn new software.

Flexibility in adapting to changing work assignments;

Strong ability to take initiative to solve problems;

Proven ability to manage multiple assignments, priorities, and projects in a fast-paced environment;

Excellent customer service, interpersonal and professional relationship-building skills;

Ability to manage and prioritize work assignments independently;

Strong attention to detail and accuracy;

Analytic thinking and problem solving skills;

Strong visual presentation skills;

Excellent time and organizational skills;

Excellent oral and written communication skills;

Ability to work effectively in both independent and team situations;

Condition 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.

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 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.

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.

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.

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.

Requirements for the cover letter: Please upload your cover letter as an attachment in the “attachment” section within your online application. The minimum and preferred qualificatoins listed in this announcement have been identified as critical to successful performance in this position. Your cover letter should address your interest in and qualifications for this job with CDOT. Please be specific and detailed in describing experience, abilities, and accomplishments as they relate to this position’s requirements and major duties as described in the announcement.

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 protected]” 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 of, 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 addresses 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 of 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.

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.

Equity, Diversity, and Inclusion

The State of Colorado believes that equity, diversity, and inclusion drive our success, and we encourage candidates from all identities, backgrounds, and abilities to apply. The State of Colorado is an equal opportunity employer committed to building inclusive, innovative work environments with employees who reflect our communities and enthusiastically serve them. Therefore, in all aspects of the employment process, we provide employment opportunities to all qualified applicants without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity or expression, pregnancy, medical condition related to pregnancy, creed, ancestry, national origin, marital status, genetic information, or military status (with preference given to military veterans), or any other protected status in accordance with applicable law.

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. The Consolidated Appeal/Dispute Form is available at: www.colorado.gov/spb/forms-2 . Any appeals must be in writing and received no later than 10 calendar days from the date the examination was administered. Send appeals to the appropriate address as indicated on the Consolidated Appeal/Dispute Form. The above ten-day deadline and appeal procedures apply, as well, to all charges of discrimination.

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 [email protected] or 303-757-9225.

AS (SAP #50001759/PCR #38985)

About the Company

Company: State of Colorado Job Opportunities – 3.4

Company Location:  Denver, CO

Estimated Salary:

About State of Colorado Job Opportunities - 3.4