Front Desk Receptionist

Department Information
Applications will be considered from residents and non-residents of Colorado.
Due to the State's current hiring freeze, this position will not be filled until January 1 or after.

• New employees to the State will be paid biweekly. There are 26 biweekly pay periods in a year.

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 Colorado Department of Transportation (CDOT) has an opening for a part-time Front Desk Receptionist & Permits Coordinator, classified as Administrative Assistant I, working in the office approximately 30 hours a week with our Region 5 Traffic and Safety team in Durango.

About The Position
As the part-time Front Desk Receptionist & Permits Coordinator, you will provide receptionist support to the Region 5 Headquarters building in Durango for all internal and external customers, as well as administrative support for the Traffic and Safety Unit and Permits Unit.

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

• Visitor Check-in: Greets customers and employees entering and exiting the building. Maintains security by requiring visitors to sign in.
• Visitor Routing: Welcomes visitors, notifies building staff of visitor arrival.
• Answer and Route Phone Calls: Answers phone and route calls appropriately.
• Building Emergency Response & Procedure: Stays up to date on emergency response procedures, such as protocol for fire drills or other emergencies.
• Building Security: Maintains security by following procedures, monitoring logbook, and referencing security cameras.
• Facility maintenance: Maintains and tracks building keys, raises and lowers the flag as needed, communicates any building maintenance needs, maintains paper and ink levels in copiers and keeps the reception area, lobby, and conference rooms clean and tidy.
• Rules and Regulations: Complies with CDOT procedures, rules, and regulations.
• Office Equipment: Operates computers, telephones, security doors, copiers, etc.
• Mail sorting and distribution: Distributes received mail to staff; prepares outgoing mail using postage machine or online accounts; receives deliveries and coordinates pickups via USPS, UPS, Fed Ex.
• Meeting coordination: Monitors and books conference rooms using Google Calendar and Gmail.
• Back up Customer Service Rep: Serves as backup customer service representative, completing associated training.
• Traffic travel support: Reserves hotel rooms for personnel for approved travel; reviews expense reports for accuracy.
• Traffic Unit email updates: Creates and sends weekly emails to internal and external personnel regarding Traffic Project Updates and the electrician on-call schedule.
• Traffic Vehicles: Coordinates Traffic unit vehicle usage and maintenance; assists with other unit's vehicles if needed.
• Utility locates: Assists Region 5 electricians with utility locate requests by clearing tickets appropriately using the Web TMS system.
• Traffic office supplies: Monitors and purchases office supplies.
• Digital Archiving & Filing: Data entry, filing and archiving utilizing Adobe Acrobat, Salesforce, excel and other required programs to correctly file permits.
• Insurance Certificates: Reviews, maintains, and files insurance certificates for all permits.
• Call Logs: Logs and tracks permit related calls and/or directs to correct personnel.
• Permit Logs: Logs and tracks permit status and outstanding items.
• Other duties as assigned.

Work Environment

• Part-time works hours Monday-Friday, with the opportunity for a flexible schedule, approximately 30 hours a week, all in the CDOT office
• May occasionally need to travel to attend training or meetings during the work day

Minimum Qualifications
Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights
Experience Only

• At least one year of full-time general clerical experience which included extensive experience providing customer service in person and over the phone.

OR
Education And Experience

• A combination of relevant education and experience equal to at least 1 year.

• 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.

• Full-time general clerical experience which included extensive experience providing customer service in person and over the phone 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.

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
Theexceptional applicantwill possess 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.
• Fluency in Microsoft Office Suite (Word, Excel, PowerPoint), Gmail and Google Applications, SAP, and the ability to quickly learn other software s ystems.
• Flexibility in adapting to changing work assignments.
• Strong ability to take initiative to solve problems.
• Proven ability to manage multiple assignments, priorities, and projects in a fast-paced environment.
• Excellent customer service, interpersonal, and professional relationship-building skills.
• Ability to manage and prioritize work assignments independently.
• Strong attention to detail and accuracy.
• Analytic thinking and problem solving skills.
• Strong visual presentation skills.
• Excellent time and organizational skills.
• Excellent oral and written communication skills.
• Ability to work effectively in both independent and team situations.

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 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 that your degree has been conferred and the name of your school, or your NACES accreditation. 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.

The State of Colorado strives to create a Colorado for All by building and maintaining workplaces that value and respect all Coloradans through a commitment to equal opportunity and hiring based on merit and fitness.

The State is resolute in non-discriminatory practices in everything we do, including hiring, employment, and advancement opportunities.

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 " " and " " 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.