Administrator IV, Business Office - Denver

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 

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.

About the Unit
The Administrator IV works in The Colorado Department of Transportation's (CDOT's) Headquarters (HQ) Business Office.  The Office ensures the financial integrity of all business transactions throughout Headquarters in meeting its fiduciary responsibilities to the public. The Office works directly with the CDOT offices of the Center for Accounting, Financial Management and Budget, Procurement & Contract Services, and the Chief Financial Officer. The office is also responsible for ensuring HQ Business Office compliance with financial and budgetary policies and procedures including State Fiscal Rule. 
 
About the Position
The Administrator IV acts as the Staff Authority/Subject Matter Expert for the HQ Business Office on the Travel Reimbursement Program including In-State & Out-of-State Travel Reimbursement Policy and Procedural Directives. This position develops and provides written guidelines and training on In-State and Out-of-State travel for the HQ Business Office for all 25 HQ Divisions.

This position is responsible for final review and authorization of payment for all CDOT employee travel reimbursement requests from all 25 HQ Divisions as well as final review and authorization of payment for all HQ Travel Card payments to the bank.

This position reports directly to the Commercial Card/Division of Transit and Rail (DTR) Programs Manager and works with the Manager to execute the increasing responsibilities of the Commercial Card operations. Additionally, the Administrator IV provides accounts payable and various other financial support to DTR.

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

Travel Reimbursement Program

• Acts as the Staff Authority/Subject Matter Expert for the HQ Business Office Travel Reimbursement Program including In-State & Out-of-State Travel Reimbursement Policy and Procedural Directives.
• Provides expertise and guidance to all stakeholders on State Travel Fiscal Rules, various State Controller Policies, CDOT In-State Travel Procedural Directives, and CDOT Out-of-State Travel Procedural Directives related to travel reimbursements.
• Implements policy changes and develops and provides guidance to the 25 HQ Divisions on policy changes.
• Develops and updates In-State and Out-of-State travel processes and procedures for all 25 HQ Divisions to ensure compliance with State Travel Fiscal Rules, various State Controller Policies, CDOT In-State Travel PD 207.1 and CDOT Out-of-State Travel PD 207.2.
• Completes the final review and authorization of payment for all CDOT Employee Travel Reimbursement requests from all 25 HQ Divisions and ensures payment accuracy for all requests.
• Independently analyzes and troubleshoots issues and communicates the information to the appropriate stakeholders.
• Monitors cost center expenditures and enforces CDOT Out-of-State Travel budgets and policies for all 25 HQ Divisions for all Employee Travel Reimbursement transactions.
• Develops procedures and guidance to streamline the large volume of reimbursements and ensure compliance with required deadlines.
• Develops and provides training for In-State and Out-of-State travel processes and procedures for all 25 HQ Divisions.
• Assists employees with travel reimbursements and verifies correct documentation is attached.
• Draws upon expertise in Travel Fiscal Rule to ensure reimbursements are submitted within the required timelines.
• Provides input on, or recommendations for, changes to any CDOT Policies or Procedural Directives related to In-State and Out-of-State travel.
• Provides expertise and guidance on types of travel reimbursements for employees and non-employees.

CDOT Commercial Card Program 

• Works with the Commercial Card Program Manager to execute the increasing responsibilities of the Commercial Card operations to all 5 CDOT statewide Regions, all 25 HQ Divisions, Aeronautics, and the Colorado Transportation Investment Office for both PCard & Travel Card transactions.
• Applies State Fiscal Rules and Procurement Code & Rule as they relate to PCard and Travel Card transactions.
• Provides guidance related to Travel Card transactions, ensuring compliance with State Travel Fiscal Rules, CDOT In-State Travel and CDOT Out-of-State Travel Procedural Directives. 
• Monitors cost center expenditures and enforces CDOT Out-of-State Travel budgets and policies for all 25 HQ Divisions for all Out-of-State Travel Card transactions.
• Assists with the oversight and management of the Commercial Card Contract including answering questions regarding the contract and working with the provider bank to manage all changes during the life of the contract. 
• Facilitates the Commercial Card Workgroup meetings on a bi-monthly basis to solicit input about potential updates to the program and efficiencies that can be made to the program.  Makeschanges to the Commercial Card Program Manual, related forms, and trainings based on this input. 
• Assists the Commercial Card Program Manager with creating both policy and procedural directives to ensure department and cardholder accountability.
• Provides guidance to the CDOT Statewide Region Commercial Card Coordinators in the overall implementation, administration, maintenance, compliance, enforcement and training of the Commercial Card Program.
• Works with all CDOT Regions and Divisions/Programs to ensure that Commercial Card processes/procedures are standardized statewide.
• Approves the monthly SAP Travel Card payments for each of the 12 managing Travel Card accounts for the HQ Business Office through OnBase AP.
• Troubleshoots end user issues with Commercial Card transactions.
• Works with the Compliance for Accounting & Finance team to analyze various data analytics relating to the Commercial Card (i.e. suspicious key word analysis, unapproved MCCs {merchant category codes} and after-hours purchases) and helps determine solutions to issues.
• Manages all utilization of the electronic business office filing system and OnBase to ensure easy retrieval of all financial documentation for Commercial Card audit inquiries.  

Division of Transit and Rail (DTR) Reimbursements and Troubleshooting 

• Provides fiscal services to DTR including researching and resolving issues related to high-level and complex DTR payment issues (payment corrections due to payments made from incorrect POs, incorrect match amounts withheld, grant period of performance issues, duplicate payments, problems with transit vendor back-up documentation, etc.).
• Manages DTR reimbursement requests/invoices through Brainware, OnBase AP and SAP and investigates discrepancies in these systems.
• Examines all payment types to determine whether costs are allowable under Federal, State, and CDOT regulations and procedures.
• Provides required documentation for both internal & external audits upon request.

Other Responsibilities

• Helps implement HQ Business Office policies, procedures, and internal controls for processing financial transactions such as payables, receivables, purchasing, journal entries, and budget adjustments.
• 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.
• After a training period, you will likely work a hybrid schedule with a combination of in-office and remote work, with the expectation of at least one day a week in-office for our team day.  This could change based on operational needs.
• May need to travel to other CDOT Regions or locations to give/receive training and/or attend meetings when needed.

Experience Only: 

• 7 years of experience in finance, business administration, public administration accounting, or another field closely related to the major duties which included at least 3 years with a primary focus on business analysis or operations, budget analysis or implementation, financial analysis, or accounting. 

OR

Education and Experience: 
A combination of education and experience that totals at least 7 years

• Education from an accredited college or university in finance, business administration, public administration, accounting or a field closely related to the major duties will be considered.

• Full-time professional work experience with a primary focus on business analysis or operations, budget analysis or implementation, financial analysis, or accounting 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
The exceptional applicant will be an experienced financial 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;
• Professional knowledge of, or experience with State Fiscal Rules, State Procurement Code and Rule, State Controller Policies, State contracting processes, 2 CFR 200 and Generally Accepted Accounting Principles (GAAP);
• Knowledge of, or experience with, CDOT In-State and Out-of-State Travel policies and procedures;
• Experience with State Commercial Card operations/administration;
• Experience with financial analysis, managing financial processes and financial reporting;
• Experience monitoring a large volume of expenditures to ensure they are within budget and comply with all applicable policies, rules and regulations;
• Accounts Payable and Receivable experience;
• Experience developing and providing training;
• Strong SAP skills;
• Superior time management skills including prioritization of tasks and workload;
• Superior attention to detail and accuracy;
• Proven ability to manage multiple assignments, priorities, and projects in a demanding environment;
• Excellent customer service experience, including a proven ability to partner with professionals, consultants, and staff at all levels, with sensitivity to their needs and priorities;
• Skill and experience independently analyzing and troubleshooting issues and effectively communicating information to stakeholders;
• Ability to work with a variety of stakeholders;
• Strong organizational skills;
• Excellent reasoning, investigative, analytical, and problem-solving skills and ability;
• Ability to work under tight deadlines and be adaptable to changing assignments;
• Ability to take initiative to solve problems in an innovative manner;
• Excellent oral and written communication skills including facilitation and presentation skills;
• Effective interpersonal and relationship-building skills;
• Ability to work effectively in both independent and team situations;
• Fluency in Microsoft Office Suite (Word, Excel, PowerPoint), Gmail and Google Applications, and the ability to quickly learn other software systems including but not limited to, OnBase AP, Brainware, Diligent, OpenGov and Power BI.

Applicant Checklist

Complete Applications must include the following documents:

1. A complete CDOT Application for Announced Vacancy (please submit online using the green 'APPLY' button at the top of this announcement)

2. 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.)

3. 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. 

4. A detailed chronological resume. Resumes must be uploaded as an attachment to your online application. 

5. If you are using education to qualify, a copy of your official or unofficial transcript showing completed coursework and credit hours, that your degree has been conferred (if applicable), your name and the name of your school, or your official NACES accreditation  report. Please submit this as an attachment to your online application.

6. 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 "state.co.us" and "[email protected]" 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:

1. 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. 

2. 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. 

3. 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 “Accurate.”Accurate, a consumer reporting agency, will obtain the report for CDOT. Further information regarding Accurate including its privacy policy, may be found online at www.accurate.com. Accurate is located at 200 Spectrum Center Drive Suite 1100, Irvine, CA  92618. 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 removed from consideration during the selection or comparative analysis process for this position, you may file an appeal with the State Personnel Board and/or request a review by the State Personnel Director. A standard appeal form is available on the State Personnel Board website, https://spb.colorado.gov/forms-and-filing. If you appeal, your appeal must be submitted in writing on the official appeal form, signed by you or your representative, and received at the following address within ten (10) days of your receipt of this notice: Colorado State Personnel Board/State Personnel Director, Attn: Appeals Processing, 1525 Sherman Street, 4th Floor, Denver, CO 80203. Fax: 303-866-5038. Phone: 303-866-3300. Email address: [email protected]. The ten-day deadline and these appeal procedures also apply to all charges of discrimination. Refer to Chapters 4 and 8 of the State Personnel Board Rules and Personnel Director's Administrative Procedures, 4 CCR 801, for information about the appeals process. The State Personnel Board Rules and Personnel Director's Administrative Procedures are available at spb.colorado.gov. 

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 [email protected]

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 #50139585/PCR #66758)