Administrator IV, Business Office - Denver

Administrator IV This position is only open to Colorado state residents. 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 processing of employee travel reimbursements and In-State & Out-of-State Travel Reimbursement Policy and Procedural Directives. This position is responsible for posting all CDOT employee travel reimbursement requests from all 25 HQ Divisions and for posting 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 will also assist with the increasing responsibilities of the Commercial Card operations. The Administrator IV assists with the accounts payable operations for DTR and provides additional financial support to that HQ Division. Your duties and responsibilities will include, but are not limited to, the following: Act as Staff Authority/Subject Matter Expert for all CDOT Employee Travel Reimbursement payment processing that occurs in the HQ Business Office. Post all CDOT Employee Travel Reimbursement requests from all 25 HQ Divisions and ensure payment accuracy for all requests. Check all Out-of-state Travel (OOST) expenditures against the cost center budget and confirm accuracy prior to posting. Provide expertise and guidance 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 the travel reimbursements. Monitor cost center expenditures and enforce CDOT Out-of-State Travel budgets and policies for all 25 HQ Divisions for all Employee Travel Reimbursement transactions. Provide detailed explanations to HQ Division staff regarding Per Diem, Incidentals, Mileage, Other Allowable Expenses, Lodging, Rental Vehicle and Airfare. Assist employees with coding issues on travel reimbursements and verify correct documentation is attached. Ensure reimbursements are submitted within the timelines outlined in Travel Fiscal Rule. Provide input into any changes to CDOT's In-State and Out-of-State Procedural Directives. Provide input into and/or recommendations for any new CDOT Policies or Procedural Directives related to In-State and Out-of-State travel. Update as needed and/or develop In-State and Out-of-State travel processes and procedures for all 25 HQ Divisions. Provide guidance to employees in all 25 HQ Divisions for In-State and Out-of-State processes and procedures. Develop and provide training for In-State and Out-of-State travel processes and procedures for all 25 HQ Divisions. CDOT Commercial Card Program Assist with 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. Assist the Commercial Card Program Manager with managing processes and procedures related to the use of the Commercial Cards; assist with developing efficiencies, controls and consequences to best fit the Department's needs. Assist 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. Assist with revisions to the Commercial Card Program Manual for users. Assist the Commercial Card Program Manager with creating both policy and procedural directives to ensure department and cardholder accountability. Post all HQ Travel Card payments to US Bank. Coordinate with CDOT Statewide Region Commercial Card Coordinators in the overall implementation, administration, maintenance, compliance, enforcement and training of the Commercial Card Program. Work with all CDOT Regions and Programs to ensure that Commercial Card processes/procedures are standardized statewide. Answer questions and resolve reconciliation problems for users in both the bank and SAP systems. Apply State Fiscal Rules and Procurement Code & Rule as they relate to PCard and Travel Card transactions. Provide 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. Monitor cost center expenditures and enforce CDOT Out-of-State Travel budgets and policies for all 25 HQ Divisions for all Out-of-State Travel Card transactions. Approve the monthly SAP Travel Card payments for each of the 12 managing Travel Card accounts for the HQ Business Office through OnBase AP. Troubleshoot end user issues with Commercial Card transactions. Manage the process of uploading monthly US Bank and Amazon reports to data analytic tool (Diligent). This includes analyzing the results, sending questionnaires regarding suspected split purchases to Region Commercial Card Coordinators, developing new questionnaires as needed, researching responses to questionnaires and researching/remediating transactions in several different categories. Work with the Compliance for Accounting & Finance team to analyze other various data analytics relating to the Commercial Card (i.e. suspicious key word analysis, unapproved MCCs {merchant category codes} and after-hours purchases) and help determine solutions to issues. Attend the newly created Commercial Card Workgroup meetings and solicit input from Region Commercial Card Coordinators on a monthly basis. Manage all utilization of the electronic business office filing system and OnBase to ensure easy retrieval of all financial documentation for Commercial Card audit inquiries. Invoice Processing for The Division of Transit and Rail (DTR) Provide fiscal services to DTR by ensuring invoices are processed in an accurate and timely manner with the proper Federal & State authorization. Review invoices and documentation provided by DTR and process them through Brainware, OnBase AP and SAP. Apply correct financial coding and entries in SAP for invoices presented. Examine all payment types to determine whether costs are allowable under Federal, State, and CDOT regulations and procedures. Assist with both internal & external audit requests and produce all invoice documentation when required. Trouble Shooting & Problem-Solving for DTR Assist with 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.). Investigate discrepancies & troubleshoot errors in all systems, including Brainware, OnBase AP, SAP, and research issues by reviewing documents in COTRAMS. Ensure ongoing compliance with all relevant federal and state legislation, policies, procedures and contractual terms affecting the assigned areas of responsibility. Help 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. The expectation is to be in the office at least one day a week 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.

Created: 2026-03-07