Colorado Staffing
Administrative Assistant III - Aurora
Colorado Staffing, Denver, Colorado, United States, 80285
Administrative Assistant III - Aurora Print
Salary $50,856.00 - $71,196.00 Annually Location Denver, CO Job Type Full Time Job Number HAA-50004493-08/25 Department Department of Transportation Division Division of Maintenance Opening Date 09/02/2025 Closing Date 9/16/2025 11:59 PM Mountain Primary Physical Work Address 18500 E Colfax Ave, Aurora, CO 80011 FLSA Status Non-Exempt; position is eligible for overtime compensation. Department Contact Information Angelita Sims at angelita.sims@state.co.us How To Apply Please submit an online application for this position at https://www.governmentjobs.com/careers/colorado. Reach out to the Department Contact to apply using a paper application, including any supplemental questions. Failure to submit a complete and timely application may result in the rejection of your application. Applicants are responsible for ensuring that application materials are received by the appropriate Human Resources office before the closing date and time listed. 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 the 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. Description of Job
About the Work Unit The Division of Maintenance and Operations (DMO) oversees the maintenance and operations of Colorado's highway network. DMO establishes policy, budget, procedures, level of service, and performance standards for 14 Regional units across the state and 1600 employees. The Division provides leadership and direction in establishing and enforcing standardized best practices for training, executing, and sustaining CDOT's highway maintenance operations. DMO provides policy and direction to the day-to-day leadership of highway maintenance forces and coordinates with the Regional Transportation Directors, Superintendents, Traffic Engineers, and Division Directors to implement visionary plans and best practices. The unit exists to support CDOT's eight maintenance sections, five traffic sections and six engineering regions in the following areas, which include but are not limited to: Budget Services, Maintenance Training Services, Maintenance Asset Management Services, Fleet Services, Motor Pool, New Equipment Receiving, Maintenance Engineering Services, Sign Shop, Winter Operation Services, ITS & Network Services, Office of Emergency Management Services, Real Time Operation Services, Statewide Op Center/TIM, HQ Facilities, Property Management all Division Units. About the Position
The Administrative Assistant III provides administrative support to the Deputy Director of Maintenance and the 4 program managers on the Maintenance side of Division of Maintenance & Operations. Serve as a back up to the Deputy Director of Operations, 5 program managers and Division Director 4 program managers & the Division's Program Assistant II. This position responsibilities are Timekeping, FML, Make travel arrangements and prepare reports for DMO staff traveling both in and out of state. Position handles all purchases for the division upon requests of the program managers and employees with approval of manager. This position is the fuel coordinator for DMO employees and handles the fuel exceptions that arise on a monthly basis. Your duties and responsibilities will include, but are not limited to, the following: Provides clerical support to the Maintenance Division managers. Revises documents provided by the Deputy Director of Maintenance and Supervisors, makes copies, pulls files, collates pages, and creates manual reports and correspondence. Take notes at meetings. Produces Maintenance Division correspondence and reports with Microsoft Word, Excel, Google Sheets, Google Docs, and/or other software needed to create appropriate information and/or reporting. Drafts letters, memos, emails, spreadsheets, and other documents regarding personnel, leave balances, exempt time off, and/or different information requested or directed by the Deputy Director of Maintenance. Back up to Division Program Assistant & other Deputy Director Ops Admin. Assist Program Assistant with meeting arrangements, official functions, special events, and travel arrangements. Review employee expense reports and verify accuracy; provide backup to the program assistant for office manager meeting minutes. Schedule appointments, meetings, meeting facilities, video conferencing, teleconferencing, and hotel reservations for DMO. Assists with conference room scheduling, set up, and use of video conferencing equipment, teleconferencing equipment, and other equipment as needed for all personnel in the Division of Maintenance and Operations and others using our facilities. Registers personnel for training within CDOT and training provided by vendors. Prepares official function request form by CDOT policies and makes event arrangements (purchase food, catering, and venue); Assists in preparing expense reports to reimburse personnel for travel required to perform their work or receive needed training. Reviews time sheets for Division of Maintenance and Operations personnel. Checks for and answers questions about proper coding and timesheet submittal. Train new employees to document their time worked in the SAP timesheet and when timesheets are due. Communicate with Human Resources and Payroll to resolve employee timesheet issues. Talks with employees to correct time sheets or make corrections/or amend time sheets to reflect the actual time worked or used, including Worker's Comp and Short-Term Disability. Tracks all personnel exempt from additional requested hours and then track them accordingly for each individual who approves their request. Other job duties as assigned. Work Environment: Primarily 8:00 am - 5:00 pm, Monday - Friday with the opportunity for a flexible schedule This position works in-office In-State travel may be required 3-4 times a year Must be able to operate a CDOT vehicle Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights
Minimum Qualifications Experience Only: 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 Experience & Education: At least three years of experience and education that includes a combination of the following: Coursework from a U.S. accredited college or university in a field of study related to the duties of this position will be considered. A copy of your transcript must be attached to your online application in order to verify the coursework. 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. 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's 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 have 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. Experience with handling confidential personnel and financial documents. Excellent computer skills including fluency in Microsoft Office Suite
Salary $50,856.00 - $71,196.00 Annually Location Denver, CO Job Type Full Time Job Number HAA-50004493-08/25 Department Department of Transportation Division Division of Maintenance Opening Date 09/02/2025 Closing Date 9/16/2025 11:59 PM Mountain Primary Physical Work Address 18500 E Colfax Ave, Aurora, CO 80011 FLSA Status Non-Exempt; position is eligible for overtime compensation. Department Contact Information Angelita Sims at angelita.sims@state.co.us How To Apply Please submit an online application for this position at https://www.governmentjobs.com/careers/colorado. Reach out to the Department Contact to apply using a paper application, including any supplemental questions. Failure to submit a complete and timely application may result in the rejection of your application. Applicants are responsible for ensuring that application materials are received by the appropriate Human Resources office before the closing date and time listed. 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 the 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. Description of Job
About the Work Unit The Division of Maintenance and Operations (DMO) oversees the maintenance and operations of Colorado's highway network. DMO establishes policy, budget, procedures, level of service, and performance standards for 14 Regional units across the state and 1600 employees. The Division provides leadership and direction in establishing and enforcing standardized best practices for training, executing, and sustaining CDOT's highway maintenance operations. DMO provides policy and direction to the day-to-day leadership of highway maintenance forces and coordinates with the Regional Transportation Directors, Superintendents, Traffic Engineers, and Division Directors to implement visionary plans and best practices. The unit exists to support CDOT's eight maintenance sections, five traffic sections and six engineering regions in the following areas, which include but are not limited to: Budget Services, Maintenance Training Services, Maintenance Asset Management Services, Fleet Services, Motor Pool, New Equipment Receiving, Maintenance Engineering Services, Sign Shop, Winter Operation Services, ITS & Network Services, Office of Emergency Management Services, Real Time Operation Services, Statewide Op Center/TIM, HQ Facilities, Property Management all Division Units. About the Position
The Administrative Assistant III provides administrative support to the Deputy Director of Maintenance and the 4 program managers on the Maintenance side of Division of Maintenance & Operations. Serve as a back up to the Deputy Director of Operations, 5 program managers and Division Director 4 program managers & the Division's Program Assistant II. This position responsibilities are Timekeping, FML, Make travel arrangements and prepare reports for DMO staff traveling both in and out of state. Position handles all purchases for the division upon requests of the program managers and employees with approval of manager. This position is the fuel coordinator for DMO employees and handles the fuel exceptions that arise on a monthly basis. Your duties and responsibilities will include, but are not limited to, the following: Provides clerical support to the Maintenance Division managers. Revises documents provided by the Deputy Director of Maintenance and Supervisors, makes copies, pulls files, collates pages, and creates manual reports and correspondence. Take notes at meetings. Produces Maintenance Division correspondence and reports with Microsoft Word, Excel, Google Sheets, Google Docs, and/or other software needed to create appropriate information and/or reporting. Drafts letters, memos, emails, spreadsheets, and other documents regarding personnel, leave balances, exempt time off, and/or different information requested or directed by the Deputy Director of Maintenance. Back up to Division Program Assistant & other Deputy Director Ops Admin. Assist Program Assistant with meeting arrangements, official functions, special events, and travel arrangements. Review employee expense reports and verify accuracy; provide backup to the program assistant for office manager meeting minutes. Schedule appointments, meetings, meeting facilities, video conferencing, teleconferencing, and hotel reservations for DMO. Assists with conference room scheduling, set up, and use of video conferencing equipment, teleconferencing equipment, and other equipment as needed for all personnel in the Division of Maintenance and Operations and others using our facilities. Registers personnel for training within CDOT and training provided by vendors. Prepares official function request form by CDOT policies and makes event arrangements (purchase food, catering, and venue); Assists in preparing expense reports to reimburse personnel for travel required to perform their work or receive needed training. Reviews time sheets for Division of Maintenance and Operations personnel. Checks for and answers questions about proper coding and timesheet submittal. Train new employees to document their time worked in the SAP timesheet and when timesheets are due. Communicate with Human Resources and Payroll to resolve employee timesheet issues. Talks with employees to correct time sheets or make corrections/or amend time sheets to reflect the actual time worked or used, including Worker's Comp and Short-Term Disability. Tracks all personnel exempt from additional requested hours and then track them accordingly for each individual who approves their request. Other job duties as assigned. Work Environment: Primarily 8:00 am - 5:00 pm, Monday - Friday with the opportunity for a flexible schedule This position works in-office In-State travel may be required 3-4 times a year Must be able to operate a CDOT vehicle Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights
Minimum Qualifications Experience Only: 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 Experience & Education: At least three years of experience and education that includes a combination of the following: Coursework from a U.S. accredited college or university in a field of study related to the duties of this position will be considered. A copy of your transcript must be attached to your online application in order to verify the coursework. 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. 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's 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 have 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. Experience with handling confidential personnel and financial documents. Excellent computer skills including fluency in Microsoft Office Suite