Program Assistant I - Traffic Safety & Engineering

Program Assistant

The mission of the Traffic Safety and Engineering Services Branch is to ensure that Colorado's transportation system is the safest and most efficient, world-class system for today's and tomorrow's transportation needs. The Branch exists to support Colorado, CDOT, and the Regions in planning, designing, constructing, operating, and maintaining the safest and most efficient transportation system in the country. The Branch leads and facilitates the state in the discussion and implementation of the most effective safety and traffic engineering improvements through the establishment and institutionalization of best practices, policies, standards, specifications, data gathering and analysis, safety assessment, and safety and traffic engineering program administration. The Branch works with a variety of stakeholders and customers to achieve the above : citizens, local agencies, CDOT planning, engineering, traffic engineering, maintenance, law enforcement, Federal Highway Administration (FHWA) National Highway Traffic Safety Administration (NHTSA), and others in the fields of safety, traffic engineering, work zones, and data to most effectively reduce the number and severity of motor vehicle crashes in Colorado.

The Program Assistant position provides high-level professional support and administrative technical assistance to the State Traffic Engineer and is responsible for reading and interpreting policies for the Traffic Safety and Engineering Branch. Position is responsible for supporting the Traffic Safety and Engineering Branch with daily administrative duties such as writing letters, processing invoices, and expense reports, making travel arrangements, purchasing, budgeting, and reviewing timesheets. This position also serves as the FMLA liaison. The Program Assistant will advise Traffic Safety and Engineering Branch Managers on personnel rules and procedures, and serve as an administrator of the Memorial Sign Program.

This position requires the ability to quickly learn areas within the organizational unit to properly determine, direct, and assist the traveling public and / or CDOT staff. This position requires a high level of confidentiality. This position is essential to free professional positions from responding to technical knowledge.

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

• Responsible for staying current and maintaining a working technical knowledge regarding program / project status, program / project initiatives, procedural directives, and personnel rules and regulations;
• Presents recommendations and suggestions to address complex issues to the Traffic Safety and Engineering Branch Team;
• Analyzes Traffic Safety and Engineering Branch organizational reports, based on general instructions and knowledge of departmental policies and State procedures;
• Receives and approves requests for appointments, speaking engagements and conferences based on knowledge of the Traffic Safety and Engineering Branch priorities;
• Commits the State Traffic Safety and Engineering Branch to course of action by arranging meetings for routine matters as well as weekly, monthly and annual meetings;
• Develops and implements Traffic Safety and Engineering Branch office procedures to ensure the smooth operations of Traffic Safety and Engineering Branch;
• Prepares documents and packets for State Traffic Safety and Engineering Branch review and approval for executive management team (EMT)meetings, etc;
• Responsible for tasks associated with the CDOT Memorial Sign Program, such as : receiving customer phone calls, explaining the program guidelines, receiving and processing of sign applications, applying the procedural directive guidelines, preparing correspondence, receiving payments, and coordinating and scheduling sign installation with the regions. Mailing Replica signs to approved requestors;
• Provides technical support to the State Traffic Safety and Engineering Branch by working with the Chief Engineer budget allocations and fiscal year (FY) Work plan Budget; This position will monitor budgets for accuracy and is responsible for giving budget updates to managers;
• Works with the State Traffic Safety and Engineering Branch and Traffic Safety and Engineering Branch Managers to determine needed purchases for required work;

Monitors active and close task orders for all program managers including notice to proceed dates, invoice tracking, and expiration date reviews.

Schedules appointments, meetings, meeting facilities, video conferencing, teleconferencing and hotel reservations for Traffic Safety and Engineering Branch Personnel;

Assists with conference room scheduling, set up, and use of video conferencing equipment, teleconferencing equipment and other equipment as needed for all personnel in Traffic Safety and Engineering Branch and others using our facilities;

Registers personnel for trainings within CDOT and training provided by vendors;

Prepares official function request form in accordance with CDOT policies and makes event arrangements (purchase food, catering and venue);

Prepares and processes expense reports to reimburse personnel for travel required to perform their work or receive required training.

Decides and coordinates with Office of Employee Development (OED) on the writing and submitting of a training waiver and properly pay for trainings;

Drafts letters, memos, emails, spreadsheets and other documents regarding personnel, leave balances, exempt time off and / or other information requested or directed by the State Traffic Safety and Engineering Branch Manager

Provides a high level of customer service to the general public by responding to or directing citizen complaints, concerns and inquiries on Traffic Safety and Engineering Branch projects, obtaining information and informing the public accordingly and referring to the proper Traffic Safety and Engineering Branch personnel;

Ensures the public, visitors, internal and external customers receive respectful and professional customer service;

Other job duties as assigned.

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.

Work in a politically sensitive environment, requiring the ability to maintain confidentiality.