Administrative Assistant III (Part Time) - Grand Junction

Colorado; Grand Junction (CO); On-site; USD 30,000 - 45,000; Part time

Job summary

The Colorado Department of Transportation is seeking a part-time Administrative Assistant III in Grand Junction to provide essential administrative support. The role involves organizing office processes, answering inquiries, and ensuring effective communication within the department. Ideal candidates will possess strong clerical and customer service skills, with an emphasis on maintaining efficiency and confidentiality.

Qualifications

• At least three years of general clerical experience.
• Experience with computer software applications (e.g., Microsoft Word, Excel).
• Direct administrative support experience preferred.

Responsibilities

• Answer inquiries from employees and the public about departmental policies.
• Develop and implement office procedures to increase efficiency.
• Complete data entry and manage office/project support operations.

Skills

Customer Service

Data Management

Communication

Education

Completed college coursework (substituting experience)

Tools

Microsoft Office Suite

Job description

Administrative Assistant III (Part Time) - Grand Junction

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

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

Applications will be considered from residents and non-residents of Colorado New employees to the State will be paid biweekly. There are 26 biweekly pay periods in a year.
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 do 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! Also, check out our excellent benefits package!

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.

Some positions may qualify for the Public Service Loan Forgiveness Program. For more information, go to https://studentaid.gov/pslf/

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

#LI-POST

About the Work Unit
This work unit exists to provide materials related guidance and direction in preconstruction and construction activities from project inception to closure. This includes providing guidance on CDOT procedures to CDOT, consultant and Local Agency (LA) personnel. Manages surface treatment asset funds. Performs drilling to determine existing roadway structure and provides materials recommendations and specifications for region projects. Performs independent assurance testing to ensure project materials testers perform materials testing in accordance with contract requirements, as required by the Stewardship Agreement. Performs laboratory testing of soils, aggregate base course, asphalt and concrete, in accordance with CDOT and AASHTO requirements. Ensures CDOT documentation process complies with State, Federal and contract requirements. Audits quantity documentation for Region 3's approved and budgeted construction projects. This unit provides direction, instruction and guidance to Project Engineers for contract modification orders, preparing As-constructed Plans, project pay quantity documentation, contract claim settlement and project budgets. Provides engineering and administrative support to Region 3 (R3) Resident Engineers, Program Engineers and the RTD.

About the Position
This Part Time Administrative Assistant position exists to provide administrative support in the Region 3 Materials Unit in Grand Junction, Colorado, including developing and implementing office processes and procedures, implementing professional standards in communication, both verbal and written, answering questions from the public concerning department policies, procedures and general information. This position organizes and carries out office, project support operations, data management, and administrative procedures for the Materials Office, which supports projects from inception and preconstruction through construction and final review for projects throughout Region 3.

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

• Answer inquiries from employees and the public concerning departmental policies, procedures, general questions and make referrals to appropriate information sources;
• Develop and implement office procedures and processes in order to increase efficiency;
• Collect, evaluate, and create reports and other documentation;
• Complete data entry and track various information and documents in a variety of computer systems;
• Process employee expense reports;
• Provide effective customer service;
• Research and provide information to resolve problems and complaints;
• Initiate work orders for vehicle maintenance and office equipment.
• Schedule meetings, calendar appointments, and travel arrangements and resolve any scheduling conflicts;
• Act as the designated timekeeper
• Create digital files of engineer project records.
• Attend trainings;
• Perform reception duties including greeting external/internal customers and directing them to the proper location or personnel; answering, screening, and routing telephone calls and receiving and processing incoming mail;
• Purchase office supplies;
• Manage paper and digital files following records retention guidelines;
• Prepare agendas and packets for various meetings;
• Maintain confidentiality of information and documents;
• Research, clarify and explain procedures, rules, and regulations;
• Other job duties as assigned.

Work Environment:

• Your schedule will primarily be Part-Time 8:00 AM – 5:00 PM work hours, Monday-Thursday, but we are flexible to meet your work/life balance needs while ensuring CDOT business needs are met.
• Occasional travel for meetings or trainings
• Required to operate CDOT vehicles.

Minimum Qualifications
At least 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, Google, Excel, Access, PowerPoint, SharePoint, etc.)
• Creating memos and correspondence
• Using spreadsheets to track information
• Providing on-going customer service on the phone, via email and/or in person to internal and external customers

Direct administrative support experience is preferred.

Substitution :

• Completed college coursework will substitute for the required experience on a year-for-year basis. To use this substitution, you must attach your transcript to your application (see specific information below).

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 your name, the name of the school, all coursework and that a degrees(s) conferred. Transcripts from colleges or universities outside of the United States have must been 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.

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.
• A current valid driver 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 be an experienced Administrative Support professional and will possess the proven ability or accomplishment in the following:

• Demonstrated success with the duties listed in the Description of the Job section;
• Years of State service experience related to the duties of this position;
• Highest work/personal ethics and integrity;
• Strong technical knowledge of administrative and clerical procedures and systems;
• Knowledge of State Personnel and Fiscal Rules;
• Experience with handling confidential and financial documents;
• Proven ability to manage multiple assignments, priorities, and projects in a fast-paced environment;
• Excellent customer service, interpersonal, and relationship-building skills;
• Excellent time, project management, and organizational skills;
• Ability to manage and prioritize work assignments independently;
• Ability to adapt to changing work assignments;
• Strong attention to detail and accuracy;
• Analytic thinking and problem-solving skills;
• Strong ability to take initiative to solve problems;
• Effective presentation and communication skills, both written and oral;
• Ability to work effectively in both independent and team situations;
• Excellent computer skills including fluency in Microsoft Office Suite (e.g., Word, Excel, Access, PowerPoint), MS Publisher, Adobe, SAP, SharePoint, Google Applications and Gmail, and the ability to quickly learn new software.

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.

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 state.co.us and [e-mail] 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 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 “Info Cubic”.

Info Cubic, a consumer reporting agency, will obtain the report for CDOT. Further information regarding Info Cubic, a Division of Orange Tree, including its privacy policy, may be found online at www.InfoCubic.com and www.OrangeTreeScreening.com . Info Cubic is located at 7275 Ohms Lane, Minneapolis, MN 55439.

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 ( [e-mail] ), 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 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 303.866.3300; 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 Eleshia Carpenter at [e-mail] .us

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 #50136963/PCR #61862)

About the company

Colorado is a state in the Mountain West subregion of the Western United States. It encompasses most of the Southern Rocky Mountains, as well as the northeastern portion of the Colorado Plateau and the western edge of the Great Plains.

Notice

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