Administrative Assistant III - Aurora

Administrative Assistant III

The Division of Maintenance and Operations (DMO) oversees the maintenance and operations of Colorado's highway network. 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.

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 Timekeeping, 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. Takes 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. Administers Workers Comp, STD, and FMLA paperwork with additional guidance from Risk Management and FMLA coordinator. Possess a working knowledge of DHR and DPA rules on FML and other leave practices. 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. Trains 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.

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.