Department Information

Some positions may qualify for the Public Service Loan Forgiveness Program. For more information, go to https://studentaid.ed.gov/sa/repay-loans/forgiveness-cancellation/public-service?
The eligible list created from this announcement may be used to fill one or more positions.

Description of Job

• 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;
• Establish and maintain effective and cooperative working relationships with all levels of stakeholders, including internal customers, the public, and other agencies;
• Responsible for updating personnel data and records for all full-time and any temporary/seasonal employees; collaborate with the main Maintenance office to resolve any discrepancies in employees' records;
• Track maintenance employees' commercial drivers' licenses, ensuring employees renew before the expiration date; tracks employees' DOT medical cards expirations, schedules employee physicals and provides required forms;
• File, retrieve, and prepare documents, correspondence and reports; purge and/or archive all records per State/Agency Records Retention Rules;
• Assist employees with payroll, leave, and benefits questions; verify accuracy of their documents;
• Enter, release, and obtain approval of timesheets for all assigned personnel by monthly deadline; troubleshoot timesheet errors; generate and submit all revised timesheets;
• Perform data entry; track reports, spreadsheets, and forms; scan confidential information into files and reports;
• Order office supplies;
• Perform basic review of invoices and prepare them for payment; review all expense reports;
• Create, coordinate, and/or schedule calendar appointments and events;
• Perform safe work practices; stay aware of and report potential safety hazards in and around the office;
• Other job duties as assigned.

• Primarily 8:00 am – 16:30 pm, three days a week Monday-Friday, with the opportunity for a flexible schedule approximately 32 hours a week

Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights

• 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

• College or university coursework in Accounting, Auditing, Business Administration, Communications, Education, English, Human Resources, Mathematics, Psychology, Public Administration, Sociology, or other field of study related to the duties of this position may substitute for the required experience on a year-for-year basis.

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.

• 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;
• 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.

Supplemental Information

• 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 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.

• 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 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.

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 (dpa_state.personnelboard@state.co.us), 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.

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.

Discrimination and/or harassment against any person is prohibited because of disability, race, creed, color, sex, sexual orientation, religion, age, national origin, ancestry, political affiliation, veteran’s status, marital status, gender identity or any other protected class recognized under the Colorado Anti-Discrimination Act (CADA). This applies to all employment decisions.