Program Assistant I - Grand Junction (Part-Time)

Job Title

Program Assistant I

Job Description

The Program Assistant I works in The Colorado Department of Transportation's (CDOT's) Region 3 in Grand Junction, CO. This position provides high level professional support and administrative technical assistance to the Region3 Traffic Engineer. The Program Assistant I reads and interprets policy for the Traffic Program; acts as an extension of the Traffic Engineer and is responsible for relieving the Traffic Engineer of daily administrative duties including purchasing, budgeting, timesheets and advising the Traffic Unit Managers about personnel rules and procedures, changing in regulations, procedures and policies. The Program Assistant serves as a liaison between internal and external customers, CDOT personnel and the Region 3 Traffic Program.

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

• Monitor and coordinate administrative and technical support activities for the Region 3 Traffic Program and Traffic Engineer;
• Serve as a liaison between internal and external customers and the Traffic Engineer;
• Create, build and maintain strong business relationships with various internal and external stakeholders and entities;
• Apply knowledge of program and project status, procedural directives, policies and guidelines to resolve problems, answer questions, and provide information;
• Expedite requests from or for the Traffic Engineer by understanding the Project's, Department's and Region 3's goals and priorities;
• Analyze reports, information and data based on general instructions and knowledge of departmental policies and procedures to provide briefings to the Traffic Engineer;
• Maintain an awareness of potential problems and developing situations and alert the Traffic Engineer;
• Receive and approve requests for appointments, speaking engagements and conferences based on knowledge of the Traffic Engineer's priorities; commit the Traffic Engineer to course of action by arranging meetings for routine matters as well as weekly, monthly and annual meetings;
• Gather agenda items and take meeting notes/summaries for meetings;
• Develop and implement office procedures to ensure the smooth operations of the Traffic Program;
• Prepare documents and packets for Traffic Engineer's review and approval for Regional Leadership Team meetings, etc.;
• Provide document management and filing for the Traffic Program; develop and maintain accurate document retrieval for confidential records and general administrative records following the rules governing retention/disposal of documents;
• Assist the Traffic Engineer with tracking and monitoring the Traffic Program's budget;
• Monitor contracts for encumbrances and the need for option letters;
• Produce Traffic correspondence and reports with Microsoft Word, Excel and/or other software needed to create appropriate information and/or reporting;
• Provide a high level of customer service to the general public by responding to or directing citizen complaints, concerns and inquiries on Traffic projects, obtaining information and informing the public accordingly and referring to the proper Traffic Program personnel;
• Other job duties as assigned.

Work Environment

• Work hours are primarily in office, between 8:00 AM – 5:00 PM with a flexible schedule resulting in approximately 30-32 hours a week.
• Occasional travel during daytime working hours to other offices within Region 3 to provide administrative support.
• Will be required to travel to attend and assist in trainings.
• Required to operate CDOT vehicles.

Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights

Minimum Qualifications

• At least four (4) years of experience with a primary focus on:
• • Working with computer software and applications (e.g., MS Excel, SAP, Google Applications).
  • Experience with budgets and tracking expenditures;
  • Drafting high level correspondence or reports;
  • Providing on-going customer service in person, on the phone, and/or via email to internal and external customers.
• OR
• • A combination of related education and/or relevant experience in an occupation related to the work assigned equal to four (4) years

  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

  • 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;
  • 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 work with a variety of stakeholders with sensitivity to their needs, priorities, promises made and commitments;
  • Effective interpersonal and relationship-building skills;
  • Strong customer service 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;
  • Passion for safety;
  • Ability to work effectively in both independent and team situations;
  • Fluency in Microsoft Office Suite (Word, Excel, PowerPoint), Gmail and Google Applications, SAP, and the ability to quickly learn other software systems