Program Assistant I - Denver

About the Position:
This position provides program assistance to the Branch Manager and serves as a liaison between the Branch Manager and the Business Office, Human Resources, Risk Management and Accounting.  Position is responsible for the Branch’s front-office activities related to budget & accounting, personnel, training, contracts, and office administration.  This position also assumes the receptionist duties of the Administrative Assistant III and provides support as needed for the AAIII’s job assignments when the AA III is not available.

Major duties and responsibilities include, but are not limited to:

• Provides office administration for the Staff Bridge Branch including:
  • Developing office and records management procedures.
  • Maintaining Branch computer and hard copy files, the Branch's Bridge Policy and Standards archive and Branch resource material.
  • Supporting the Branch's SAP-related activities including serving as Branch's SAP resource for accounting and human resource actions and providing assistance to Branch employees on SAP.
  • Completing data entry and tracking of various information, and creating/ reports, correspondence and other documents using MSWord, Excel and PowerPoint.
  • Scheduling appointments, meetings, meeting facilities, interviews and video conferencing.
  • Assisting internal and external customers via phone, email and in person with inquiries related to Branch services or problems and/or routing inquires to the appropriate staff member.
• Serves as Training Coordinator for the Branch, performing liaison activities with the training office and other organizations; providing notices of training opportunities approved by Branch Manager to staff; facilitating and monitoring employee enrollment as needed and providing required training reports.
• Provides the out-of-state travel arrangements for all Branch employees, and assists employees as needed with in-state travel.
• Checks employee expense reports for conformance with fiscal rules.
• Monitors and analyzes the Branch budget by tracking expenditures, reviewing cost center and project ledgers, and researching and correcting discrepancies with the Business Office, Accounting and Procurement Branches.
• Ensures all the Branch project and cost center financial transactions, purchase orders, and personnel services contracts have appropriate approval, are within budget, and are in accordance with all applicable policies and procedures.
• Help Branch Manager to forecast expenditures for annual operation budget.
• Tracks the status of all the Branch's task-order consultant contracts.
• Administers and track expenses for the Branch's petty cash fund, securing receipts for all transactions and maintaining an adequate petty cash balance.
• Maintains files for the Branch including current job descriptions, safety equipment notices and emergency contact information for each position.
• Serves as Branch timekeeper ensuring that timesheets are received when due and assisting staff with appropriate coding.
• Administers and maintains the Branch's workhour tracking, ensuring that information obtained from timesheets is complete and accurate and creating workhour reports.
• Stays up to date on personnel policies and procedures and provides information to Branch staff.
• Other duties as assigned.

• Your schedule will primarily be 8:00 am – 4:30 pm work hours, Monday-Friday with the opportunity for a flexible schedule

• Opportunity to work from home 1-2 days a week after training is completed

• Occasional overnight travel 1-3 times a year throughout Colorado.