IT Asset Management Administrator jobs in Pueblo, CO

Department Information

Most State of Colorado employees are eligible for a great benefit package! Please see the Supplemental Information section below for details!

Division of Facilities Management - Planning and Technical Services

Description of Job

• Manage service contracts, in conjunction with the DFM Financial Manager, for DFM.
• Contracts and purchase orders include pest control, elevator service, emergency generator service, lawn care, trash removal, fire suppression systems, fire extinguisher inspections, backflow testing, fleet fuel, and medical waste removal.
• Originates specifications and scope of work, conducts the bid process with Procurement, ensures compliance with contracts and POs, processes invoices, manages the associated budgets, and prepares payment authorizations. Work is processed in CORE, eClearance, and the Contracts Management System (CMS) utilizing various internal tracking mechanisms and DocSign.
• This position works as a member of the DFM Finance team and provides expertise and guidance to internal and external stakeholders in all areas of Contract Management.
• This position is responsible for making policy and procedure changes to meet the demands of an evolving system, with authority to revise policies and procedures related to Capital appropriated fund budget encumbrance.
• This position works directly with the State Buildings Program Delegate.

• Creates and operates budget management systems.
• Implements procedures for gathering information from staff, budget, and accounting offices.
• By accessing CORE and Info Advantage, compiles budget reports and projections for managers, operating, personal services, grounds and garage dollars.
• Research and additional information is necessary due to solutions varying with incident.
• Serves as the primary resource for procurement, accounting, audit, financial reporting and analysis and business process transactions and theory behind established procedures.
• Works closely with the Southern and Western Districts as well to collaborate and coordinate procurement, accounting, audit, financial reporting and analysis and business process transactions and theory behind established procedures.
• Directs staff in coding, documentation requirements, CORE navigation, and accurate completion of CORE transactions. Acts as a liaison with procurement, accounting, vendors, and other state agencies.
• This position works closely with the DFM Division Director to review, process, and manage funds as well as provide approval to districts and programs on approved spending.
• Also, the position works with Risk Management funds to offset and mitigate risk-related expenses to departmental operating funds.

• Includes filing and tracking claims, updating policies, acting as a single point of contact for State Risk Management and insurance companies, and handling reimbursement payments.
• This position also works with DPA and third-party insurers to cover third-party accidents damaging State property.
• This function covers claims and payments which are annually well over $300,000.

• Design databases, spreadsheets, and reports by evaluating deliverable requirements using systems and software applications to extract source data, create complex pivot tables, queries, filters, macros, and reports.
• Involves detailed planning and building complex output format and presentation requirements, exporting and importing large volume enterprise level data sources; automated data validation; dynamic data exchange between Access and Excel creating primary and secondary database relationship structures with use of referential integrity.
• Advanced use of formulas, pivot tables, pivot charts, what-if-analysis and conditional formatting.
• Position reconciles databases and spreadsheets to source systems such as CORE, CPPS and the State Credit Card management system.

• Processes and approves payments of invoices from vendors and contractors.
• Determines that billings are correct per the contract or purchase order, assigns correct account numbers, and tracks expenditures through the budget process.
• Operating and cash fund budgets tracked by this position total over $1.5 million annually, with 25 to 30 contract vendors and over 100 vendors for individual purchases.
• Follows rules and directions provided by the procurement office in use of procurement cards.
• Monitors all DFM encumbrances to ensure goods and services are properly obligated and CORE payments initiated by general accounting properly liquidate purchase orders.
• Increases or decreases dollar amounts or changes funding elements as needed.
• Monitors DFM financial transactions for appropriateness, completeness and accuracy.
• Performs expenditure analysis in comparison with annual budgets, internal purchasing and expense records.
• Identifies accounting classification errors, prepares and submits requests for corrections in general accounting and ensures corrections are made in a timely manner.

• Completing special projects, fulfilling ad hoc business requirements and needs as assigned.
• Examples of recent requests include but are not limited to: designing space\bed utilization costs, material cost analysis, requests for tax exemption forms and substantiation, compliance reporting of various systems to local governments, staff coding assistance, and cash fund financial statement creation and analysis.
• Other duties as assigned.

Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights

MINIMUM QUALIFICATIONS:

Six years of full time professional experience in procurement or contracting such as drafting solicitations, vendor selection, strategic sourcing, contract writing, monitoring contractor performance, management and negotiation.

A combination of related education and/or experience in procurement or contracting such as drafting solicitations, vendor selection, strategic sourcing, contract writing, monitoring contractor performance, management and negotiation equal to 6 years. You must attach a copy of your transcripts to this job application. Your unofficial transcripts must include your name, college/school name, type of degree/certification received and date the degree was received/conferred.

Preferred Qualifications:

• Experience in extracting and analyzing contractual data
• Proficient with Microsoft Excel
• Experience with state financial system including, CORE, eClearance, CMS and DocuSign
• Experience with State of Colorado Fiscal rules
• Experience with State of Colorado Procurement Rules
• Experience drafting Scope(s) of work and contract documents

Required Competencies:

• Working knowledge and understanding of the Office of the Architect process and/or experience in the field of construction
• Experience with complex, multi-level, multi-vendor procurement processes and contracting procedures, especially in government organizations
• Experience in managing federal funding and the reporting necessary to support the use of those funds Experience with the state budget process
• Experience with agile methodologies
• Working knowledge of contract law, general legal issues and legal interpretation.

• A full pre-employment criminal background check will be conducted as part of the selection process as this position is deemed to have direct contact with vulnerable persons. Felony convictions, convictions of crimes of moral turpitude, or convictions of misdemeanors related to job duties may disqualify you from being considered for this position. Should your background check reveal any charges or convictions, it is your responsibility to provide the CDHS Background Unit with an official disposition of any charges.
• Must be willing to submit and pass a full background check.
• Must possess and maintain a valid U.S. driver’s license.
• Travel – This position will require travel to training and meetings.
• Must be willing to receive an annual influenza vaccination or provide a document for a medical exemption or a letter for religious exemption.
• Must successfully pass a Tuberculosis (TB) test.
• Former State employees who were disciplinarily terminated or resigned in lieu of termination must disclose the information on the application and provide an explanation why the prior termination or resignation should not disqualify the applicant from the current position. Absent extraordinary circumstances, prior disciplinary termination or resignation in lieu of termination will disqualify the applicant from future State employment with CDHS.

Supplemental Information

• Strong, secure, yet flexible retirement benefits including a PERA Defined Benefit Plan or PERA Defined Contribution Plan www.copera.org plus 401(k) and 457 plans
• Medical and dental health plans
• Employer supplemented Health Savings Account
• Paid life insurance
• Short- and long-term disability coverage
• 11 paid holidays per year plus vacation and sick leave
• BenefitHub state employee discount program
• Employee Wellness program MotivateMe
• Excellent work-life programs, such as flexible schedules, training and more

• Remote work arrangements for eligible positions

• 
  Some positions may qualify for the Public Service Loan Forgiveness Program. For more

We believe in a people-first approach: To serve the people of Colorado, we develop a culture and work environment that creates an energized, inspired, and healthy team capable of giving their best to Coloradans.

Balance creates quality of life: We want our team to be resilient through a supportive workplace that values flexibility, health and wellness, and employee engagement.

We hold ourselves accountable: We take responsibility through our actions, programs, and results for the state of health and human services in Colorado.

Transparency matters: We are open and honest with employees, our partners, the Coloradans we serve, and the public.

We are ethical: We abide by what is best for those we serve by doing what is right, not what is easy.

Collaboration helps us rise together: We work together with all partners, employees, and clients to achieve the best outcomes for Coloradans.

We are committed to increasing the diversity of our staff and providing culturally responsive programs and services. Therefore, we encourage responses from people of diverse backgrounds and abilities.

ADAA Accommodations: CDHS is committed to the full inclusion of all qualified individuals. As part of this commitment, our agency will assist individuals who have a disability with any reasonable accommodation requests related to employment, including completing the application process, interviewing, completing any pre-employment testing, 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 our ADAAA Coordinator, Nancy Schmelzer, at cdhs_ada@state.co.us or call 1-800-929-0791.

~THE STATE OF COLORADO IS AN EQUAL OPPORTUNITY EMPLOYER~