State of Colorado
Office Manager/Executive Assistant (Program Assistant II) - Denver
State of Colorado, Denver, Colorado, United States, 80285
This position is only open to Colorado state residents.
This position is covered by the Partnership Agreement between the State of Colorado and Colorado Workers for Innovative and New Solutions (COWins).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!About the Work Unit
This position supports the Colorado Department of Transportation (CDOT) Office of Transportation Safety (OTS) in Denver. OTS exists to enhance the safety of the traveling public in Colorado through coordinated, integrated management of the Safety Education & Enforcement Programs, Employee Occupational Safety, Homeland Security, and Risk Management functions.About the Position
This position reports directly to the OTS Director and provides technical and administrative support to the Director as well as providing administrative support for the OTS staff.Your duties and responsibilities will include, but are not limited to, the following:
Schedule meetings and maintain the OTS Director calendar.Prepare signature item documents.Update the internal/external OTS web page.Maintain and execute budgets, track expenditures, and process invoices and expenses.Make in-state and out-of-state travel preparations.Provide administrative support to professional staff in a variety of duties, including tracking deadlines.Serve as timekeeper, fuel coordinator, and FMLA representative for OTS staff.Assist in planning and coordinating various meetings and conferences by identifying venues, assisting with meals planning and controlling the registration of attendees.Ensure that OTS is in compliance with a variety of rules and regulations.Participate in highly sensitive and confidential issues and must maintain a high level of professionalism and confidentiality.Provide excellent customer service to internal and external customers.Participate in special projects, initiatives, and events to help achieve the Department’s mission, priorities, and objectives.Develop an understanding of the bigger picture, interpret needs, understand priorities, seek input from others and deliver in an ambiguous environment.Other job duties as assigned.Work Environment:
Primarily 8:00 am – 5:00 pm work hours, Monday-Friday with the opportunity for flexible work hours.After a training period, you will likely work a hybrid schedule with a combination of in-office and remote work.Works in a politically sensitive environment requiring strict confidentiality.Minimum Qualifications
Experience Only:
At least five years of full-time professional experience where the primary focus was providing high-level professional support and administrative technical assistance. High-level professional support and administrative technical experience involves
all
of the following:Tracking data or projects to respond to internal and external requests for updates.Reading and interpreting policies, procedures, and rules.Tracking and monitoring a budget for accuracy.Providing a high level of customer service.OrEducation and Experience:
A combination of related education and/or relevant experience equal to five years.Preferred Qualifications
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;Comprehensive knowledge and experience in professional, technical, administrative, and clerical procedures and systems;Knowledge and experience applying State Personnel and Fiscal Rules;Experience with handling confidential and financial documents;Knowledge of budget monitoring and tracking, and basic bookkeeping skills;Experience in automating documents and maintaining an electronic record management system;Experience with a strict documentation protocol and ensuring all elements of documentation are completed properly;Experience with electronic documentation, electronic signatures, and ability work in a paperless environment;Proven ability to manage multiple assignments, priorities, and projects in a demanding environment;Ability to work under tight deadlines and be adaptable to changing assignments;Ability to take initiative to solve problems in an innovative manner;Ability to partner with public and private organizations, special interest groups, elected and appointed officials, in situations which may be politically sensitive;Strong interpersonal and relationship-building skills;Strong time and project management skills, including prioritization and multi-tasking ability;Excellent reasoning, investigative, analytical, and problem-solving ability;Excellent facilitation, presentation, and communication skills, both written and oral;Strong attention to technical detail and accuracy;Ability to work effectively in both independent and team situations;Fluency in Microsoft Office Suite (Word, Excel, PowerPoint), Google Applications, Gmail, OnBase, SharePoint, SAP, and the ability to quickly learn other software systems.Applicant Checklist
A complete CDOT Application for Announced Vacancy.A complete Supplemental Questionnaire.A cover letter that describes your interest in this position, how your experience aligns with the minimum and preferred qualifications of this position.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.If you are a veteran, a copy of your DD214.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.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.The Hiring Process:
All applications that are received by the closing of this announcement will be reviewed against the minimum qualifications in this announcement.Colorado Revised Statutes require that state employees are hired and promoted based on merit and fitness through a comparative analysis process.
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This position is covered by the Partnership Agreement between the State of Colorado and Colorado Workers for Innovative and New Solutions (COWins).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!About the Work Unit
This position supports the Colorado Department of Transportation (CDOT) Office of Transportation Safety (OTS) in Denver. OTS exists to enhance the safety of the traveling public in Colorado through coordinated, integrated management of the Safety Education & Enforcement Programs, Employee Occupational Safety, Homeland Security, and Risk Management functions.About the Position
This position reports directly to the OTS Director and provides technical and administrative support to the Director as well as providing administrative support for the OTS staff.Your duties and responsibilities will include, but are not limited to, the following:
Schedule meetings and maintain the OTS Director calendar.Prepare signature item documents.Update the internal/external OTS web page.Maintain and execute budgets, track expenditures, and process invoices and expenses.Make in-state and out-of-state travel preparations.Provide administrative support to professional staff in a variety of duties, including tracking deadlines.Serve as timekeeper, fuel coordinator, and FMLA representative for OTS staff.Assist in planning and coordinating various meetings and conferences by identifying venues, assisting with meals planning and controlling the registration of attendees.Ensure that OTS is in compliance with a variety of rules and regulations.Participate in highly sensitive and confidential issues and must maintain a high level of professionalism and confidentiality.Provide excellent customer service to internal and external customers.Participate in special projects, initiatives, and events to help achieve the Department’s mission, priorities, and objectives.Develop an understanding of the bigger picture, interpret needs, understand priorities, seek input from others and deliver in an ambiguous environment.Other job duties as assigned.Work Environment:
Primarily 8:00 am – 5:00 pm work hours, Monday-Friday with the opportunity for flexible work hours.After a training period, you will likely work a hybrid schedule with a combination of in-office and remote work.Works in a politically sensitive environment requiring strict confidentiality.Minimum Qualifications
Experience Only:
At least five years of full-time professional experience where the primary focus was providing high-level professional support and administrative technical assistance. High-level professional support and administrative technical experience involves
all
of the following:Tracking data or projects to respond to internal and external requests for updates.Reading and interpreting policies, procedures, and rules.Tracking and monitoring a budget for accuracy.Providing a high level of customer service.OrEducation and Experience:
A combination of related education and/or relevant experience equal to five years.Preferred Qualifications
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;Comprehensive knowledge and experience in professional, technical, administrative, and clerical procedures and systems;Knowledge and experience applying State Personnel and Fiscal Rules;Experience with handling confidential and financial documents;Knowledge of budget monitoring and tracking, and basic bookkeeping skills;Experience in automating documents and maintaining an electronic record management system;Experience with a strict documentation protocol and ensuring all elements of documentation are completed properly;Experience with electronic documentation, electronic signatures, and ability work in a paperless environment;Proven ability to manage multiple assignments, priorities, and projects in a demanding environment;Ability to work under tight deadlines and be adaptable to changing assignments;Ability to take initiative to solve problems in an innovative manner;Ability to partner with public and private organizations, special interest groups, elected and appointed officials, in situations which may be politically sensitive;Strong interpersonal and relationship-building skills;Strong time and project management skills, including prioritization and multi-tasking ability;Excellent reasoning, investigative, analytical, and problem-solving ability;Excellent facilitation, presentation, and communication skills, both written and oral;Strong attention to technical detail and accuracy;Ability to work effectively in both independent and team situations;Fluency in Microsoft Office Suite (Word, Excel, PowerPoint), Google Applications, Gmail, OnBase, SharePoint, SAP, and the ability to quickly learn other software systems.Applicant Checklist
A complete CDOT Application for Announced Vacancy.A complete Supplemental Questionnaire.A cover letter that describes your interest in this position, how your experience aligns with the minimum and preferred qualifications of this position.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.If you are a veteran, a copy of your DD214.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.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.The Hiring Process:
All applications that are received by the closing of this announcement will be reviewed against the minimum qualifications in this announcement.Colorado Revised Statutes require that state employees are hired and promoted based on merit and fitness through a comparative analysis process.
#J-18808-Ljbffr