Administrative Assistant II-Front Office

Department Information

This position is only open to Colorado state residents.
About CDOTDo 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 AllCDOT’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.
#LI-DNP

Description of Job

The Administrative Assistant II position is located in the Region 1 Section 5 Maintenance Front Office and will provide reception duties that will include answering multi-line phones, assisting walk-in customers, distributing incoming mail, maintaining office equipment at the front desk, scheduling appointments, typing forms and record keeping.

This position will assure accurate and efficient front desk and reception procedures in Region 1, Section 5 Front Office by implementing professional standards in communication (verbal and written), record management, correspondence and computer orientation.

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

• Responsible for receiving, sorting and distributing all incoming USPS Mail, FedEx and UPS packages;
• Assure all correspondence, plans and documents are properly distributed to the complex's mailbox;
• Assist in the use and with the maintenance of copiers, fax machine, postage meter and other office equipment; and ordering office supplies;
• File, retrieve, and prepare documents, correspondence and reports;
• Prepare new hire files, update phone requests and upgrade of new mobile devices;
• Recommend methods of streamlining and enhancing general office practices that result in office improvements;
• Assist Office Manager with all duties assigned to include record retention to include inventory/destruction logs, preparing documents for scanning and storage;
• Create, coordinate, and/or schedule calendar appointments;
• Perform record keeping by compiling, sorting, and scanning confidential information into files and reports;
• Perform computer data entry using Microsoft Excel, Word, PowerPoint, SharePoint, SAP, Google Applications, and other software programs;
• Determines the most efficient and effective way to manage a complaint, inquiry or problem from office staff, employees, general public and other CDOT offices and other agencies;
• Perform safe work practices; stay aware of and report potential safety hazards in and around the office.
• Attend required skill development trainings;
• Other duties as assigned.

Work Environment:

• Primarily 8:00 am – 5:00 pm work hours, Monday-Friday
• Travel occassionally for trainings

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

• Front office duties to include providing on-going customer service in person, on the phone and via email to internal and external customers
• 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

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 and experience 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 ChecklistComplete 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.
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 "info@governmentjobs.com" 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 ReinstatementIf 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 RightsIf 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 AccommodationsCDOT 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 angelita.sims@state.co.us or 303-757-9225.
AS (SAP #50001716/PCR #39009)