Work Program & Small Purchases Administrator (Administrator III) - Denver

State of Colorado; Denver (CO); Hybrid; USD 60,000 - 80,000; Full time

Benefits offered by this job

Healthcare benefits

Retirement plan (PERA)

Paid time off

Tuition reimbursement

Public service loan forgiveness (elig)

Employee discount program

Job summary

Colorado Department of Transportation (CDOT) seeks a Work Program and Small Purchases Administrator to support budgeting, reporting, and procurement functions within the Division of Transportation Development. You will manage work program updates, coordinate budget moves, and generate financial reports to ensure compliance with state policies.

The role requires deep accounting/finance experience, knowledge of procurement rules, and strong coordination with OFMB and the division’s staff.

Qualifications

• At least 6 years of accounting/finance experience.
• Experience with budgeting, procurement, and regulatory compliance.
• Knowledge of GAAP and internal controls.
• Experience with SAP or ERP systems.
• Strong analytical and organizational skills.
• Bachelor’s degree in Accounting/Finance or equivalent.

Responsibilities

• Maintain and update the work program and coordinate budget moves.
• Prepare, submit, and track financial transactions for the division.
• Coordinate budget requests with OFMB and the Business Office.
• Monitor budgets and identify adjustments.
• Generate and maintain key financial reports.
• Manage small purchases and travel card programs.
• Ensure procurement activities comply with policy.
• Provide cross-functional support and data for reports.
• Assist with contracts and consultant invoices.

Skills

Accounting

Budget analysis

Financial reporting

Procurement knowledge

SAP experience

Power BI

Education

Bachelor's degree in Accounting/Finance

Tools

SAP

Power BI

Google Apps Script

Job description

This position is only open to Colorado state residents.

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

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 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

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.

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

About the Unit

This position works in the Colorado Department of Transportation's (CDOT's) Division of Transportation Development's (DTD's) Office of Administration. DTD is the central hub for planning, environmental, and traffic analysis programs. The Office of Administration within DTD is dedicated to "Driving Excellence with Precision and Collaboration." It streamlines administrative and support functions across the division, ensuring rigorous compliance with federal, state, and departmental regulations. This office also acts as a vital resource for program staff, providing expert guidance on administrative and financial matters, while facilitating seamless coordination with the Division of Accounting and Finance on DTD-specific issues.

About the Position

This Work Program and Small Purchases Administrator position is integral to supporting the Division's operational and financial processes. This position is responsible for ensuring that the work program remains current by revising documents as necessary and coordinating budget moves related to the program. This position also develops and generates other reports to track and document the Division's progress.

Additionally, this role oversees financial tasks associated with small purchases and travel operations. As the primary purchase and travel cardholder, this position administers these funds and supports both the Out of State Travel and In-State Travel programs, ensuring compliance with CDOT policies. This position plays a key role in the budgeting process, completing transactions through software and ensuring that all administrative tasks meet the required regulations. This position requires a solid understanding of budgeting, financial procedures, and regulatory compliance to ensure the Division functions smoothly and efficiently.

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

• Ensure that the Division’s work program is kept current and aligns with the division’s operational needs and goals including revising and updating work program documents and coordinating budget adjustments.
• Support the Division's budgeting process by preparing, submitting, and tracking financial transactions, ensuring alignment with division priorities.
• Coordinate with project managers, the CDOT Office of Financial Management and Budget (OFMB) and the Business Office on their budget requests.
• Monitor and analyze budgets to identify possible budget adjustments.
• Complete budgeting transactions/budget transfers.
• Generate budget reports.
• Monitor and analyze program expenditures against defined budgets to ensure that budget is available ensuring that requests align with applicable financial rules and regulations, and subsequently recommend adjustments to the Office Manager.
• Manage essential reports such as the Accomplishments Report and Amendment Report.
• Collaborate with program staff to ensure the work program supports the division’s objectives.
• Manage small purchases and travel-related financial activities, ensuring compliance with department policies and procedures including the commercial card program.
• As the primary purchase and travel cardholder, administer purchase card transactions, ensure that the out-of-state travel and in-state travel processes and procedures are compliant with CDOT policy and ensure that financial transactions are executed properly using current software.
• Assist staff in adhering to procurement guidelines and ensure all DTD procurement activities adhere to departmental policies.
• Generate and maintain key reports, ensuring all documentation is accurate, up-to-date, and reflective of the division’s operations and compliance with applicable rules, regulations, etc.
• Collaborate with staff to gather data for regular and ad hoc reports.
• Provide backup support across the division to ensure operational continuity.
• Assist with managing contracts, processing consultant invoices and ensuring compliance with federal and state regulations. Aid the Enterprise Program Manager for the Nonattainment Area Air Pollution Mitigation Enterprise (NAAPME) and the Fuels Impact Enterprise (FIE) by assisting with Board activities, including developing Board packets and ensuring all Board documents are accurately archived and publicly available.
• Other duties as assigned.

Work Environment:

• Your schedule will primarily be 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.
• You will likely work a hybrid schedule with a combination of in-office and remote work.

Experience Only:

• At least 6 years of experience with a primary focus in accounting, business analysis, budget analysis, or finance.

OR
Education and Experience:

• A combination of relevant education and experience equal to at least 6 years.
  • Education from an accredited college or university with coursework in Accounting, Business Administration, Finance, or another field of study related to the duties of this position will be considered.
  • Experience with a primary focus in accounting, business analysis, budget analysis and implementation, or finance 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 application. 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 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.

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.

Preferred Qualifications Theexceptional applicantwill be an experienced business professional with 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;
• Knowledge of and experience complying with State Fiscal Rules, procurement rules, contracting rules, Generally Accepted Accounting Principles (GAAP), and internal controls;
• Experience with budgeting, procurement procedures and ensuring regulatory compliance;
• Experience with SAP or other large ERP systems;
• Experience tracking and reporting financial data;
• Strong attention to technical detail and accuracy;
• Strong interpersonal and relationship-building skills;
• Excellent customer service skills and experience;
• Ability to work with a variety of stakeholders with sensitivity to their needs, priorities, promises made and commitments;
• Excellent reasoning, investigative, analytical, and problem-solving ability;
• Excellent organizational skills;
• Strong time and project management skills, including prioritization;
• Excellent communication skills, both written and oral including facilitation and presentation skills;
• Process improvement skills and experience;
• Ability to work under tight deadlines and be adaptable to changing assignments;
• Ability to take initiative to solve problems in an innovative manner;
• Fluency in Microsoft Office Suite (Word, Excel, PowerPoint), Gmail and Google Applications and the ability to quickly learn other software systems.
• Experience with Power BI and Google Apps Script is a plus.

Applicant Checklist

Complete Applications must include the following documents:

1. A complete CDOT Application for Announced Vacancy (please submit online using the green 'APPLY' button at the top of this announcement)
2. 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.)
3. 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.
4. A detailed chronological resume. Resumes must be uploaded as an attachment to your online application.
5. If you are using education to qualify, a copy of your official or unofficial transcript showing completed coursework and credit hours, that your degree has been conferred (if applicable), your name, and the name of your school, or your official NACES credential evaluation report. Please submit this as an attachment to your online application.
6. 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.

The Hiring Process:

1. 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.
2. 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.

1. 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 a "" he or she will be authorized."" (Note: original text contains typographical errors.)

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 Lynn Livingston at [e-mail].

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.

LL (SAP #50003290/PCR #67915)