Work Program & Small Purchases Administrator (Administrator III) - Denver

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Work Program & Small Purchases Administrator (Administrator III) - Denver

Salary

$57,708.00 - $66,360.00 Annually

Location

Denver, CO

Job Type

Full Time

Job Number

HAA-50003290-12/24

Department

Department of Transportation

Opening Date

12/12/2024

Closing Date

1/2/2025 11:59 PM Mountain

FLSA

Determined by Position

Type of Announcement

This position is open only to Colorado state residents.

Primary Physical Work Address

2829 W. Howard Place, Denver, CO 80204

FLSA Status

Exempt; position is not eligible for overtime compensation.

Department Contact Information

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

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.

• Description

• Benefits

• Questions

Department Information

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 will 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 ourcareers page (https://www.codot.gov/topcontent/employment/overview.html) 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 excellentbenefits (https://dhr.colorado.gov/state-employees/state-of-colorado-employee-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 thePublic Service Loan Forgiveness Program. For more information, go tohttps://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.

Description of Job

The Work Program & Small Purchases Administrator works in the Colorado Department of Transportation's (CDOT's) Division of Transportation Development (DTD). The Division is the central hub for planning, environmental, and traffic analysis programs. The Office of Administration within DTD is dedicated to "Driving Excellence with Precision and Collaboration." The office streamlines administrative and support functions across the division, ensuring rigorous compliance with federal, state, and departmental regulations. This office also acts as a vital resource for program staff, providing expert guidance on administrative and financial matters, while facilitating seamless coordination with the Division of Accounting and Finance on DTD-specific issues.

About the Position

The DTD Work Program identifies major activities and emphasis areas to be undertaken by the Division during the specific State Fiscal Year.

The Work Program & Small Purchases Administrator position is integral to supporting the division's operational and financial processes. This position is responsible for ensuring that the work program remains current by revising documents as necessary and coordinating budget moves related to the program. This position also develops and generates reports to track and document the division's progress. This position is advised by their supervisor on which documents to revise and/or which changes to the program to track and revise accordingly.

Additionally, this position oversees financial tasks associated with small purchases and travel operations. As the primary purchase and travel cardholder, this position administers these funds and supports both the Out of State Travel Program (OOST), ensuring compliance with applicable policies and procedures.

This position plays a key role in the budgeting process, completing transactions through software and ensuring that all administrative tasks meet the required regulations.

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

• Ensures that the Division’s work program is kept current and aligns with the division’s operational needs and goals.

• Revises and updates work program documents, the documents that define the work that is done in DTD.

• Coordinates budget adjustments, including submitting requests to CDOT's Office of Financial Management and Budget (OFMB) to move funds from one project to another.

• Coordinates with project managers, OFMB, or the Business Office on their budget requests, monitors and analyzes budgets to identify possible budget adjustments, monitors and analyzes program expenditures against defined budgets to ensure that budget is available, and then makes recommendations to the supervisor on budget adjustments.

• Manages essential reports such as the accomplishments and amendment reports, coordinating with supervisor on which documents to revise or tracking changes to the program and revising documents accordingly.

• Ensures compliance with budgeting processes, maintains accurate financial documentation, and collaborates with program staff to ensure the work program supports the division’s objectives.

• Manages small purchases and travel-related financial activities, ensuring compliance with department policies and procedures, including the commercial card program.

• Administers purchase card transactions, oversees the Out of State Travel Program (OOST) in compliance with CDOT policy, manages in-state travel processes, and ensures that financial transactions are executed properly using current software.

• Assists staff in adhering to procurement guidelines and ensures all DTD procurement activities adhere to departmental policies, especially those related to the commercial card program.

• Completes budgeting transactions/budget transfers.

• Supports the Division’s budgeting process by preparing, submitting, and tracking financial transactions.

• Receives requests from DTD staff to make adjustments to their budgets. Facilitates requests by monitoring and analyzing program expenditures against defined budgets to ensure that budget is available, ensuring that requests align with applicable financial rules and regulations, and subsequently recommends the adjustments to the Branch Manager. Analyzes financial data and supports budget preparation to ensure alignment with Division priorities and regulatory standards.

• Generates and maintains key reports, ensuring all documentation is accurate, up-to-date, and reflective of the division’s operations and compliance with applicable rules, regulations, etc. This includes compiling accomplishments and amendment reports, archiving documentation, and collaborating with staff to gather data for regular and ad hoc reports.

• Provides backup support across the Division to ensure operational continuity.

• Assists with managing contracts and processing consultant invoices and ensuring compliance with federal and state regulations.

• Assists the Enterprise Manager for the Nonattainment Area Air Pollution Mitigation Enterprise (NAAPME) and the Fuels Impact Enterprise (FIE) by assisting with Board activities, including developing Board packets and ensuring all Board documents are accurately archived and publicly available.

Other duties as assigned.

Work Environment:

• Your schedule will primarily be 8:00 am – 5:00 pm work hours, Monday-Friday, but we are flexible to meet your work/life balance needs while ensuring CDOT business needs are met.

• You will likely work a hybrid schedule with a combination of in-office and remote work.

• Occasional daytime travel during business hours may be required for meetings and trainings.

• Occasional overnight travel may be required for meetings and training.

Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights

Minimum Qualifications

Experience Only:

• At least 6 years of experience with a primary focus in accounting, business analysis, budget analysis, or finance.

OR

Education and Experience:

• A combination of relevant education and experience equal to at least 6 years.

• Education from an accredited college or university with coursework in Accounting, Business Administration, Finance, or another field of study related to the duties of this position will be considered.

• Experience with a primary focus in accounting, business analysis, budget analysis and implementation, or finance will be considered.

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.

Condition 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 an experienced business 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;

• Knowledge of and experience complying with State Fiscal Rules, procurement rules, contracting rules, Generally Accepted Accounting Principles (GAAP), and internal controls

• Experience with budgeting, procurement procedures and ensuring regulatory compliance;.

• Experience with SAP or other large ERP systems ;

• Experience tracking and reporting financial data;

• Strong attention to technical detail and accuracy;

• Strong interpersonal and relationship-building skills;

• Excellent customer service skills and experience;

• Ability to work with a variety of stakeholders with sensitivity to their needs, priorities, promises made and commitments;

• Excellent reasoning, investigative, analytical, and problem-solving ability;

• Strong time and project management skills, including prioritization;

• Excellent communication skills, both written and oral including facilitation and presentation skills and experience;

• Process improvement skills and experience;

• Ability to work under tight deadlines and be adaptable to changing assignments;

• Ability to take initiative to solve problems in an innovative manner;

• Fluency in Microsoft Office Suite (Word, Excel, PowerPoint), Gmail and Google Applications and the ability to quickly learn other software systems.

Supplemental Information

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 letterthat 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,, degree(s) conferred, or your NACES credential evaluation 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 atwww.InfoCubic.comandwww.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 includessocial 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 tospb.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, atspb.colorado.govunder 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 Lynn.Livingston@state.co.us or 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 #50003290/PCR #59432)

The State of Colorado offers permanent employees a variety of benefits including medical, dental, life and disability insurance, as well as a comprehensive leave program. Please click the following link for detailed information: www.colorado.gov/pacific/dhr/benefits

Please note that each agency's contact information is different; therefore, we encourage all applicants to view the full, official job announcement which includes contact information and class title. Select the job you wish to view, then click on the "Print" icon.

01

A resume and a cover letter are required for your application to be complete. Your cover letter should describe how your experience aligns with the minimum qualifications and exceptional candidate section of this announcement. Documents must be uploaded as an attachment to your online application. Documents will not be accepted after the closing date and time of the announcement. Please note that you may redact information that identifies your age, date of birth, or dates of attendance at or graduation from an educational institution. Did you attach a resume and a cover letter to your application? If not, you may go back and do so now.

• Yes

• No

  02

  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. Unofficial copies are acceptable, but they must show the name of the school, your name, completed coursework/credit hours, and if applicable that the degree was awarded and the type and name of the degree. 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 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. Please note that you may redact information that identifies your age, date of birth, or dates of attendance at or graduation from an educational institution. Have you included your transcript(s) as an attachment to your application? If not, you may go back and do so now.

• No, I have not attached transcripts to my application because I am using experience to meet the minimum qualifications.

• Yes, I am using education to meet part or all of the minimum qualifications and have attached my transcript(s) or official credential evaluation report to my application.

• I have requested my transcripts from my college/university and will email them to LynnR.Livingston@state.co.us within 5 business days of the close date of the job announcement.

  03

  If you are a current or previous State of Colorado employee, please list your Employee Identification Number (EID), dates of employment, and classifications for all State of Colorado Departments or institutes of Higher Education for which you have worked. Your EID begins with 997 and is nine digits long. Please do not enter your Social Security Number. If not, please state "N/A".

  04

  Have you been subject to disciplinary action in the last three years of your work experience? If so, please provide details of that disciplinary action. If not, please state "N/A".

  05

  Former State employees who were disciplinarily terminated or resigned in lieu of termination must disclose the information on the application. In the space below, please provide an explanation as to why the prior termination or resignation should NOT disqualify your application from the current position. If this does not apply to you, please put "N/A".

  06

  If you are a veteran, a copy of your DD214. Please submit this as an attachment to your online application. Did you attach a copy of your DD214 to your application? If not, you may go back and do so now.

• Yes

• No - I am a veteran, but I do not qualify for veterans' preference

• N/A - I am not a veteran

  07

  CDOT-Voluntary Self-Identification of Disability We are a federal contractor or subcontractor required by law to provide equal employment opportunity to qualified people with disabilities. We are also required to measure our progress toward having at least 7% of our workforce be individuals with disabilities. To do this, we must ask applicants and employees if they have a disability or have ever had a disability. Because a person may become disabled at any time, we ask all of our employees to update their information at least every five years. Identifying yourself as an individual with a disability is voluntary, and we hope that you will choose to do so. Your answer will be maintained confidentially and not be seen by selecting officials or anyone else involved in making personnel decisions. Completing the form will not negatively impact you in any way, regardless of whether you have self-identified in the past. For more information about this form or the equal employment obligations of federal contractors under Section 503 of the Rehabilitation Act, visit the U.S. Department of Labor's Office of Federal Contract Compliance Programs (OFCCP) website at www.dol.gov/ofccp. You are considered to have a disability if you have a physical or mental impairment or medical condition that substantially limits a major life activity, or if you have a history or record of such an impairment or medical condition. Disabilities include, but are not limited to: • Autism • Autoimmune disorder, for example, lupus, fibromyalgia, rheumatoid arthritis, or HIV/AIDS • Blind or low vision • Cancer • Cardiovascular or heart disease • Celiac disease • Cerebral palsy • Deaf or hard of hearing • Depression or anxiety • Diabetes • Epilepsy • Gastrointestinal disorders, for example, Crohn's Disease, or irritable bowel syndrome • Intellectual disability • Missing limbs or partially missing limbs • Nervous system condition for example, migraine headaches, Parkinson's disease, or Multiple sclerosis (MS) • Psychiatric condition, for example, bipolar disorder, schizophrenia, PTSD, or major depression

• Yes, I Have A Disability, Or Have A History/Record Of Having A Disability

• No, I Don't Have A Disability, Or A History/Record Of Having A Disability

• I Don't Wish To Answer

  Required Question

Agency

State of Colorado

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