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Programs Business Administrator (Administrator IV) - Denver
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Programs Business Administrator (Administrator IV) - Denver
Salary
$70,140.00 - $84,000.00 Annually
Location
Denver, CO
Job Type
Full Time
Job Number
HAA-50004529-09/24
Department
Department of Transportation
Opening Date
09/23/2024
Closing Date
10/7/2024 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
Lynn Livingston 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.
This position is covered by the Partnership Agreement between the State of Colorado and Colorado Workers for Innovative and New Solutions (COWins).
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 our careers 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 excellent benefits (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 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-POST
Description of Job
About the Unit
This position works in the Colorado Department of Transportation's (CDOT’s) Headquarters Business Office in the Division of Accounting and Finance. The unit exists to ensure the financial integrity of all business transactions throughout CDOT 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, Agreements, and the Chief Financial Officer. Additionally, overall business services are provided to the CDOT Executive Director, Deputy Executive Director and Chief of Staff, the Transportation Commission, the CDOT offices of the Chief Engineer multiple additional CDOT offices/groups. The unit is also responsible for ensuring HQ Business Office compliance with financial and budgetary policies and procedures including State Fiscal Rule, financial reporting, budget planning and coordination, contracting and purchasing, accounts payable and receivable and project setup funding authorizations by the Federal Highway Administration as well as project closures.
About the Position
The position is responsible for budgeting and performance tracking of the HQ Divisions (mainly ITS/Intelligent Transportation Systems; Staff Bridge; Project Support, including HQ Railroads; Property Management and HQ Right-of-Way) This position is required to provide professional accounting and budget support for HQ Divisions; analysis of fiscal and program data; interpretation of policy directives and changes and to create yearly, monthly, and ad hoc budget and financial reports for both the leadership teams in the Division of Accounting and Finance and the HQ Divisions. The position acts as subject matter and technical expert on Statewide Transportation Improvement Plan (STIP) processing, SAP project set-ups and budget actions, as well as Accounts Payable (AP) functions for HQ Division staff. The position writes procedures and trains HQ Division staff on SAP and OnBase AP processes and transactions.
Your duties and responsibilities will include, but are not limited to, the following:
Project Set-Ups, Budgeting and Closeouts
Complete project set-ups in SAP for assigned HQ Divisions and provide staff with guidance and recommendations during the project request.
Work with HQ Divisions on the coordination with CDOT Regional offices to have funds transferred prior to project creation.
Review purpose of project, determine the types of charges required, confirm the project type, sources of funding (Federal or State), provider codes and possible match, and confirm project phases and/or required forms to ensure smooth workflow in SAP from start to finish.
Follow established guidance to set up projects based on the type of funding.
Process the SAP workflow for project initiation and for the Regional Business Manager modifications.
Research questions on any prior project set-up requests that were processed.
Request budget, transfer budget, or return budget for assigned areas and perform any other necessary budget action tasks.
Conduct meetings with HQ Divisions to discuss cost center operating budgets to ensure shortfalls in the Personal Services budgets are avoided when salaries and personnel are shifted and the bids for services come in higher than expected.
Reconcile, research, and resolve any budget discrepancies.
Manage projects using the Project Status Report (ZJ40) and conduct meetings with project managers to discuss project status and the liquidation of commitment items and de-budgeting of funds.
Monitor and actively pursue status updates for delayed projects on The Federal Highway Administration (FHWA) Inactive List and work with accounting on any outstanding FHWA Inactive list items.
Process project closeout workflow in SAP.
Regularly provide training to HQ Division staff as duties constantly change and new employees are hired.
Accounts Payable and Receivable
Assist with the HQ Business Office accounts payable and receivable operations.
Review/park and final review/post (in SAP or through OnBase AP) all assigned payments and ensure payments are processed in an accurate and timely manner.
Monitor Buyer Level and Budget Level workflow queues in OnBase AP and reach out to HQ Division for status on delayed payments
Ensure all assigned payments are processed in accordance with established HQ Business Office procedures.
Assist with high-level and complex HQ Division payment issues
Provide SAP/OnBase super-user/technical assistance to HQ Divisions as necessary
Examine all payment types to determine whether costs are allowable under Federal, State, and CDOT regulations and procedures.
Help implement policies, procedures, and internal controls for processing financial transactions such as payables, receivables, purchasing, journal entries, and budget adjustments and establish additional HQ Business Office-level policies, procedures, and internal controls as appropriate with CDOT policies and procedures.
Assist with Fiscal Year-End procedures for accruals (expediting all payment processing, obtaining vendor estimates, processing actual payments, creating accrual journal entries, researching & responding to all questions from both internal & external partners)
Help establish effective techniques for processing entries and approvals, methods for correcting errors, and other quality control procedures.
Assist with both internal & external audit requests and produce all invoice documentation when required
Purchase Orders and Shopping Carts
Utilize pre-built Microsoft Power BI reports to review and monitor open purchase orders for HQ Divisions
Work with HQ Division and Center for Procurement & Contract Services regarding potential purchase order liquidations and closures.
Review assigned HQ Division purchase order shopping cart requests and monitor workflow, confirming amounts, and ensuring proper funding source and/or budget is being utilized
Statewide Transportation Improvement Plan (STIP) related duties
Enter the Statewide Transportation Improvement Plan (STIP) transactions in PBF for HQ Statewide projects
Create STIP Work Breakdown Structures and/or IDs in SAP
Ensure we have the required documentation needed to process the STIP requests received
Other duties as assigned.
Work Environment
Primarily 8:00 am -5:00 pm work hours, Monday-Friday
Occasional in-state/overnight travel 1-3 times a year throughout Colorado
Travel during work hours throughout Metro Denver/Front Range
Required to operate CDOT vehicles
Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights
Minimum Qualifications
Experience Only:
Seven (7) years of experience in accounting, budgets, economics, finance, business administration or public administration.
Three years of the experience must have been in accounting, budget analysis, budget development and policy development and implementation OR public or private sector management/administration that included budget formulation, execution and analysis.
Experience and Education
A combination of relevant education and experience equal to at least seven (7) years.
Education from an accredited college or university in accounting, finance, business administration, public administration, mathematics, statistics or a closely related field will be considered.
Full-time professional work experience in accounting, budget analysis, budget development and policy development and implementation OR public or private sector management/administration that included budget formulation, execution and analysis 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 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. 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
The exceptional applicant will be an experienced 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;
Extensive accounting and budget development/analyst experience;
Advanced SAP knowledge and experience;
Experience with CDOT HQ Division financial transactions;
Accounts payable knowledge and experience;
Familiarity and experience with State of Colorado rules, regulations and procedures
Financial reporting experience;
Experience with OnBase and SAP
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 time and project management skills, including prioritization;
Excellent reasoning, investigative, analytical, and problem-solving ability;
Strong research skills;
Excellent oral and written communication skills including facilitation and presentation skills;
Experience training others;
Superior attention to technical detail and accuracy;
Ability to work independently as part of a team;
Fluency in Microsoft Office Suite (Word, Excel, Powerpoint), Adobe, Gmail and Google Applications, SAP, OnBase, Brainware 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 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 degee(s) conferred or your official 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 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.u 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 50004529 PCR58326
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
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".
02
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. Unofficial copies of transcripts 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 I have attached my transcript(s) or official credential evaluation report to my online application.
I wish to use educaion to meet part of all of the minimum qualifications and 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
Please describe your experience in accounting, budget analysis, budget development and policy development and implementation. Include the names of employer(s) where you performed these responsibilities and the dates of employment (mo/yr - mo/yr) Please do not write, "See Resume" If no experience in this area, please type N/A.
04
Please describe your experience in public or private sector management/administration that included budget formulation, execution and analysis. Include the names of employer(s) where you performed these responsbilities and the dates of employment (mo/yr - mo/yr) Please do not write, "See resume" If no experience in this area, please type N/A.
05
Please describe your experience using accounting systems. Include in your answer a description of the processes for which you used the systems.
06
This position requires problem solving abilities to research questions received by the Business Office. Explain how you handle problem solving and what steps you take to research and answer a question.
07
Please describe any experience in processing accounts payable transactions. Include the names of employer(s) where you perfomed these responsibilities and the dates of employment (mo/yr - mo/yr). If no experience, please type N/A. Please do not write, "See Resume"
08
A chronological 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. Please confirm that you have attached a resume and a cover letter to your application.
Yes
No
09
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
10
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".
11
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".
12
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 • N
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
Address
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Website
https://careers.colorado.gov/
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