Program Assistant II, Division Of Accounting And Finance - Denver

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 

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-DNI

About the Work Unit

The Program Assistant works in the Colorado Department of Transportation's (CDOT's) Headquarters (HQ) Business Office in Denver.  The unit ensures the financial integrity of all business transactions throughout Headquarters in meeting its fiduciary responsibilities to the public. This unit works directly with the CDOT offices of the Controller, Financial Management and Budget, Procurement, and the Chief Financial Officer. The unit is also responsible for ensuring HQ Business Office compliance with financial and budgetary policies and procedures including State Fiscal Rule; budget planning and coordination; accounts payable and receivable, financial reporting and oversight of CDOT Commercial Card Program.

 About the Position 

The Program Assistant II supports Division of Accounting & Finance (DAF) operations & provides high-level administrative and professional/technical program assistance, customer service, accounts payable and budgeting support to the following DAF units and assigned HQ Divisions.

• HQ Business Office (HQBO), 
• Office of the Chief Financial Officer (CFO) 
• Center for Procurement and Contract Services (CPCS), 
• Office of Financial Management and Budget (OFMB), 
• Business Technology,
• Business Strategy Office, 
• Subrecipient Grants Support Unit (SGSU)
• Office of Environmental Justice & Equity (Civil Rights)
• Office of Process Improvement (OPI)

This position additionally serves as primary contract coordinator for Statutory Violations (SV) and Unauthorized Purchases (UP).

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

Administration/Public Relations/Internal & External Communications 

• Serves as the Division of Accounting & Finance (DAF) point of contact for all DAF programs and provides administrative & technical assistance Division-wide for DAF staff and all other CDOT employees who need to utilize DAF services and need information, direction, or support.
• Serves as the primary liaison for DAF and Region and/or other CDOT personnel by assisting internal and external customers, processing requests for information by phone and in person, and responding to all customers with diplomacy, compassion and professionalism.
• Communicates with the public by responding to and/or referring citizen complaints, concerns, inquiries, and Colorado open records requests (CORA) to the proper Branch/CDOT personnel.
• Researches and analyzes complex information, ensures that CDOT procedures are carried out and ensures that excellent customer service is provided at all times.
• Designs and implements office procedures for the Division of Accounting and Finance (DAF). 
• Produces correspondence, reports, technical documents, forms, spreadsheets, presentations, etc. using a variety of software and tools such as Google Suite (google drives, docs, sheets and slides) and Microsoft Word, Excel, PowerPoint, and/or other software as needed to create appropriate informational charts and/or data reports for internal CDOT use.
• Creates, updates and files completed documents and various investigative files, reports, etc.  
• Drafts offer letters and assists with retirement and separation documentation. 
• Ensures that records are retained, archived and/or disposed of in compliance with CDOT, State of Colorado, and Federal policies.
• Maintains and/or develops existing or new filing systems (electronic and/or paper) as needed.
• Gathers agenda information and schedules DAF-wide recurring meetings and/or individual DAF unit meetings 
• Schedules appointments, conference rooms and necessary equipment and handles bookings & invitations for various other off-site meeting facilities, 
• Serve as Fuel Coordinator for DAF, maintaining the list of fuel card numbers and issuing fuel card numbers to CDOT employees.
• Assists with updating and maintaining the CDOT HUB internal website for DAF units and/or CDOT external website as needed. 
• Submits work orders to Property Management/Facilities and/or computer help desk tickets as requested or required. 
• Interprets and explains State Personnel Rules and Administrative Procedures to DAF customers.
• Coordinates interviews with candidates and hiring managers and panel members for all DAF units as needed.
• Submits Employee Reimbursement Requests and ensures per diems and coding are correct.
• Processes US mail: receives and distributes inbound/outgoing mail, internal and external. 
• Responsible for monitoring, updating, and posting DAF Operations Manuals in conjunction with the DAF Managers.
• Ensures confidentiality of records, files, and information.

Timekeeper 

• Reviews and monitors timesheets for all DAF employees.
• Ensures all employees have their required weekly hours and that supervisors are approving timesheets weekly.
• Checks for and answers questions about proper coding and timesheet submittal.
• Trains new employees to document time worked in the SAP timesheet and when timesheets are due.
• Provides time & leave guidance and FLSA (Fair Labor Standards Act) guidance when necessary.
• Communicates with Human Resources (HR) and Payroll to resolve employee timesheet issues.
• Receives requests from DAF Managers and/or DAF employees for work schedule changes and enters the work schedule change into SAP for timesheet entry purposes on all future entries.  
• Provides DAF Managers with Leave Quota Reports to ensure proper reporting for Leave Without Pay (LWOP), Use It or Lose It situations, Alternate Holidays, etc. and communicates with Payroll & HR as needed
• Serves as FML and FAMLI Liaison for DAF.  Performs tasks related to Worker's Comp, STD (Short-Term Disability), FMLA (Family & Medical Leave Act) and FAMLI (Family and Medical Leave Insurance) programs and gives instructions to all DAF employees on how to complete paperwork for these programs.

Program Delivery / Statutory Violations

• Serves as the Statutory Violations (SV) primary contact/coordinator for the HQ Business Office which includes receiving Statutory Violation packets from the responsible person, ensuring the supporting documentation is complete and correct, submitting the packets to the DAF SV Coordinator and saving all packet items into appropriate files.
• After the Office of the State Controller review and ratification, ensures that Purchase Orders are created, the contract documents have been put in place and ensures the outstanding invoices are paid.

Invoice Payments / Accounts Payable Operations 

• Reviews & parks HQ Program payments, standard purchase order invoices, statistical purchase order invoices, employee expense reimbursements and Interagency Transfer initiated payments in the appropriate system: Brainware, OnBase AP, and SAP for assigned HQ Divisions.     
• Reviews source documents for completeness, accuracy, clarity, proper coding and appropriate authorizations. 
• Classifies, verifies and records accounts payable transactions in SAP according to applicable rules, established policies and procedures.
• Monitors monthly billing amount trends and reviews for outstanding amounts before processing for payment. 
• Follows-up on aging payments in OnBase Buyer Review and Budget Level Review workflow queues.
• Resolves discrepancies and investigates vendor payment questions. 
• Requests closeout of POs when final payment process to the vendor is complete.
• Uploads all DAF invoices into OnBase AP, performs batch processing tasks, ensures proper cost center coding is used and performs Buyer Review function in OnBase when necessary.
• Ensures payment documentation is accurate and able to pass the annual audits.
• Tracks accruals and performs fiscal year-end procedures.
• Utilizes all relative policies, procedures, laws, rules, regulations that apply to the situation such as State Fiscal Rules, CDOT Procedural Directives, State Purchasing Rules, CDOT Procurement Manual, and other Policies and Procedures.

Budgeting

• Assists in developing and managing the annual budget, including travel. 
• Assists DAF Directors, Managers and CFO with tracking and monitoring their budgets. 
• Assists with monitoring DAF contracts, ensuring budget is available and creating commitment vouchers as needed.
• Works with DAF Directors, Managers and other DAF personnel to determine needed purchases for required work. 
• Makes purchase decisions within CDOT/State purchasing guidelines. 
• Researches cost-effective purchases for office needs and considers "green" purchases whenever possible.
• Certifies that items and services ordered are received, enters invoice information into SAP prepares journal entries, cash receipts; obtains required approval from supervisors/managers for purchases; retrieves monthly and quarterly financial and expenditure data and imports into budget monitoring spreadsheets; reconciles Commercial Card purchases.

Other 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 work a hybrid schedule with a combination of in-office and remote work.
• Occasional in state travel required for training and meetings.

Minimum Qualifications

Experience Only 

Must total five (5) years and include:

• Four years of full-time professional work experience in public administration, business administration, communications or another field closely related to the major job duties,
• AND at least one (1) year of full-time professional experience where the primary focus was providing high-level professional support and administrative technical assistance in all of the following:
• Providing a high-level of customer service by phone, email, and/or in person.
• Tracking and monitoring a budget for accuracy.
• Accounts payable responsibilities.
• Coordinating and scheduling large meetings.
• Developing office procedures or procedural manuals.
• AND utilizing a variety of computer programs i.e. MS Word, Excel, AND PowerPoint.

OR

Education and Experience:

A combination of related education and/or relevant experience equal to five (5) years

• Education from an accredited college or university with coursework in public administration, business administration, communications or another field of study closely related to the duties of this position will be considered. 
• Full-time professional experience with a primary focus on providing high-level professional support and administrative technical assistance in all of the following will be considered::
• Providing a high-level of customer service by phone, email, and/or in person.
• Tracking and monitoring a budget for accuracy.
• Accounts payable responsibilities.
• Coordinating and scheduling large meetings.
• Developing office procedures or procedural manuals.
• AND utilizing a variety of computer programs i.e. MS Word, Excel, AND PowerPoint.

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 degree(s) 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. Credential reports must be official. 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.

Preferred Qualifications

The exceptional applicant will be a highly experienced administrative 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;
• Comprehensive knowledge and experience in professional, technical, administrative, and clerical procedures and systems;
• Superior customer service skills;
• Extensive experience developing written communication such as correspondence, reports, technical documents, forms, spreadsheets, presentations, etc.;
• Experience handling confidential and financial documents;
• Strong organizational skills and experience:
• Knowledge and experience applying State Personnel and Fiscal Rules, CDOT Procedural Directives and State Purchasing Rules;
• Experience interpreting and explaining policies, procedures, and rules;
• 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;
• Experience maintaining an electronic record management system; 
• Ability to work with a variety of stakeholders with sensitivity to their needs, priorities, promises made and commitments;
• 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;
• Strong interpersonal and relationship-building skills;
• Strong time and project management skills, including prioritization;
• Excellent reasoning, research/investigative, analytical, and problem-solving ability and skills;
• Excellent oral communication skills including presentation skills:
• 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, SAP, and the ability to quickly learn other software systems.

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. Resumes must be uploaded as an attachment to your online application.
• If you are using education to qualify, a copy of your official or unofficial transcript showing your name, the name of the school, all coursework and degree(s) conferred, or your official NACES accreditation report. 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.

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 "info@governmentjobs.com" 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 as 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 (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.

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 LynnR.Livingston@state.co.us or call 303-757-9110

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 #50003150/PCR #60145)