Administrative Assistant II (Two Part-Time Positions, Granby & Steamboat Springs or Gould)

Colorado State University, United States

Updated: almost 2 years ago

Location: Fort Collins, COLORADO

Deadline: 05 Jul 2022

Posting Details
Posting Detail Information

Working Title	Administrative Assistant II (Two Part-Time Positions, Granby & Steamboat Springs or Gould)
Position Location	Fort Collins, CO 80523
Classification Title	Admin Assistant II
Posting Number	202200278P
Position Type	State Classified
Open Date	06/16/2022
Close Date	07/05/2022
Salary	$1,506 - $1,777 Monthly + Full Benefits
Employee Benefits	Colorado State University (CSU) and the State of Colorado are committed to providing employees with a strong and competitive benefits package that supports you, your health, and your family. Visit CSU’s Human Resources website for detailed benefit plan information for permanent full-time and part-time classified employees in the following University benefit areas: https://hr.colostate.edu/hr-community-and-supervisors/benefits/benefits-eligibility/ and https://hr.colostate.edu/prospective-employees/our-perks/ .
Full/Part Time	Part-time
State Classified Hourly	No
Overtime Eligible
Description of Work Unit	The mission of the Colorado State Forest Service (CSFS) is to achieve stewardship of Colorado’s diverse forest environments for the benefit of present and future generations This position supports the Northwest Area in achieving the mission of the CSFS. We accomplish this through providing professional, technical forestry assistance coupled with educational outreach within an 11-county area in Northwest Colorado.
Position Summary	Provide support to the Colorado State Forest Service Northwest Area staff and programs such as, but not limited to Forest Management Planning & Implementation, Outreach and community communications, and Forest Science and Data Management, financial account monitoring; payment processing; procurement of supplies and services; general public relations; website management; document creation, editing and filing; office equipment operation and maintenance; meeting logistics and management, and mail processing. Manage program/project files. This posting will fill two part-time positions. One will be located in Granby, CO. The second position will be located in Steamboat Springs, or Gould, CO. This position is eligible for a hybrid work arrangement after a period of onboarding and training.
Minimum Qualifications	To qualify for this position, candidates must demonstrate: Two full-time years of general clerical experience.
Substitutions	College or university course work, appropriate to the work assignment, may substitute for the experience on a year-for-year basis. Please Note: To qualify for this substitution of education for experience, a transcript must be attached at the time of application.
Preferred Qualifications	The highly desired candidate will possess the following knowledge, skills, abilities, personal characteristics, and experience directly related and critical to this position: Knowledge of standard business practices, including scheduling experience Mountain driving experience Experience with accounting, invoicing, bill paying, or budget tracking Excellent abilities working with MS Office programs Customer service skills – able to interact well with the public Understanding of, or experience in natural resources Directly related State service experience

Essential Job Duties

Job Duty Category	Fiscal/Budget and Procurement Support
Duty/Responsibility	Assist Area Manager with annual budget request including forecasting annual district revenues and expenses. Provides budget analysis and account status as required by the Area Manager. Assists the Area Manager with reconciling budget vs. actual expenses based on information provided by the State Office accounting team. Create and maintain spreadsheets to assist the Area Manager with tracking program information. Reallocate Pcard transactions for district staff using Kuali Financial System (KFS); utilize Kuali action list, and know how to handle the Pcard transactions; the State Office (the fiscal officer) will approve the purchases. Access VistaPlus account reports to verify (reconcile) account transactions; if errors are found, complete CSFS internal form for State Office to make the correcting entry in Kuali. Follows CSU and department purchasing policies. Prepares invoices and submits customer payments to State Office for deposit within the required timeframe. Prepares purchase order and reimbursement requests by using the correct CSFS forms. Track landowner grant fiscal information using spreadsheets.
Percentage Of Time	50%

Job Duty Category	Office Operations & Area Administration Support
Duty/Responsibility	Assist in the management of the Area’s SharePoint site, particularly the Administrative documents and filing system and Area’s SharePoint calendar. Provide back-up to the CSFS State Office Human Resources staff in the administration of TimeClock Plus. Mentor and coordinate with other administrative staff in the Area to ensure administrative workload is completed. Maintains NW Area field offices supply inventories by utilizing ShopCat system; orders supplies as needed for Area staff. Maintains office equipment operability. Places special supply orders for Area personnel. Initiates contact with office equipment vendors and repair people. Duplicates and disseminates information internally and externally using copiers, FAX, email, and US Mail. Manages all Area incoming and outgoing mail processes and prepares all outgoing mail; assists with mailings to the Area Forest Agriculture property owners or other homeowner groups. Completes bulk-mail projects. Coordinate and/or assist with janitorial and building upkeep. Maintain Area vehicle mileage and maintenance records. Compile, prepare and submit reports to field staff and State Office administration team for projects. Maintain field technical publications library and order supplies from the Communications and Communities Division team at the State Office. Prepare travel documentation for field staff and submit to the State Office for approval and processing. Support field hourly staff and coordinate with State Office staff as needed. Maintains office filing system. Assists with updates to the NW Area Field Offices contractor lists. Organize and manage Area all-employee meetings including providing all logistical support for those meetings.
Percentage Of Time	35%

Job Duty Category	Public Relations, and Administrative/Technical Support
Duty/Responsibility	Supports field staff through data and document creation, input and editing. Data is entered into databases for programs such as, but not limited to Forest Management Programs such as, Seedling Tree and Forest Agriculture. Maintains field contact information. Assists with management of the NW Area Website. Provides layout and content editing for documents such as memoranda, letters, and reports and maintains mailing lists. Conducts other support tasks such as information research and meeting logistics. Tracks meeting schedules and travel itineraries of all field personnel to facilitate accurate scheduling and verify employee status. Takes minutes at Area meetings. Reviews outgoing documents for completeness before sending to the State Office for processing. Greets telephone and walk-in customers. Routes incoming calls for field office/Area staff. Evaluates and satisfies customer requests for various information and resources and/or directs customers to the proper employee or external entity. Maintains master office schedule for field office staff. Schedules conference rooms and obtains conference call-in numbers for field office staff. These duties require a thorough knowledge of CSFS personnel/program responsibilities and related university, local, state and federal agency programs/services, and the use of a phone system, internet browser, email, and interpersonal communications. This position requires excellent customer service to the agency, partners, and cooperators.
Percentage Of Time	15%

Application Details

Special Instructions to Applicants	APPLICATION INSTRUCTIONS AND INFORMATION Clearly document job duties you have performed that relate to minimum qualifications, preferred qualifications, and essential job duties in the *Work Experience* section on the application. Human Resources must be able to evaluate your experience based on this information. Clearly outline dates of employment and hours worked per week for each employment experience listed in the Work Experience section of the Application so that Human Resources can calculate full-time work experience. Please note: Part-time experience will be calculated to determine the full-time equivalent. The *Work Experience is the only document that will be utilized to determine if minimum qualifications, as outlined in the job posting, have been met. The Application is considered to be the legal document on file; resumes will not be reviewed for minimum qualification requirements.* INCOMPLETE APPLICATIONS If an Application is considered “Incomplete”, the Application will be removed from consideration for the position. An Application is incomplete if no current/ previous employment is included in the *Work Experience* section of the Application. An Application is incomplete if “see resume” (or something similar) is noted, or previous employment does not contain job duties for every position in the *Work Experience* section of the Application. Positions requiring a degree or if using education as a substitution for work experience (e.g.: Associate or Bachelor’s) transcripts are required in order to verify receipt of the required degree or coursework. If official or unofficial transcripts are not supplied at the time of application, the Application is incomplete. RESUMES When a resume is listed as a required document, it may be used in the comparative analysis/ evaluation process to determine the candidates that most closely meet the qualifications of the position. This process occurs after an application has passed the minimum qualifications screening. Resumes will not be accepted in place of a completed application; however, some positions may still require a resume as a component for complete application materials. Please see the *Required Documents* section of the posting. NOTES Appointment to the vacancy or vacancies represented by this announcement is expected to be from the eligible list created. However, at the discretion of the appointing authority, the position(s) may be filled by another method of appointment for a valid articulated business reason. The selection process for State Classified positions may include an exam(s) and interview(s) which require candidates to physically appear (at the CSU campus in Fort Collins, CO) at the candidates’ own expense. All status updates for this position will be sent via email from [email protected] , OR the Employment Consultant facilitating the search process. In addition to your Inbox, remember to check the Deleted and Junk folders for these important communications. Pertinent updates to your Application status can be obtained by logging into your application account at https://jobs.colostate.edu Equity, Diversity, and Inclusion at Colorado State University The State of Colorado believes that equity, diversity, and inclusion drive our success, and we encourage candidates from all identities, backgrounds, and abilities to apply. The State of Colorado is an equal opportunity employer committed to building inclusive, innovative work environments with employees who reflect our communities and enthusiastically serve them. Therefore, in all aspects of the employment process, we provide employment opportunities to all qualified applicants without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity or expression, pregnancy, medical condition related to pregnancy, creed, ancestry, national origin, marital status, genetic information, or military status (with preference given to military veterans), or any other protected status in accordance with applicable law. Colorado State University 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 a reasonable accommodation to ensure you have a positive experience applying or interviewing for this position, please direct your inquiries to our Human Resources – Employment Office, at [email protected] or call (970) 491- MyHR(6947). DEPARTMENT CONTACT INFORMATION Please check the Help link online at https://jobs.colostate.edu/help/ for assistance on your application or for answers to Frequently Asked Questions. All other inquiries should be directed to the Colorado State University Human Resources Office (970) 491- MyHR(6947).
Conditions of Employment	Pre-employment Criminal Background Check (required for new hires), Valid Driver’s License, Travel - periodic travel - between 4 field offices of the Northwest Area.
EEO Statement	Colorado State University is committed to providing an environment that is free from discrimination and harassment based on race, age, creed, color, religion, national origin or ancestry, sex, gender, disability, veteran status, genetic information, sexual orientation, gender identity/expression, or pregnancy in its employment, programs, services and activities, and admissions, and, in certain circumstances, marriage to a co-worker. The University will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. Colorado State University is an equal opportunity and equal access institution and affirmative action employer fully committed to achieving a diverse workforce and complies with all Federal and Colorado State laws, regulations, and executive orders regarding non-discrimination and affirmative action. The Office of Equal Opportunity is located in 101 Student Services. The Title IX Coordinator is the Director of the Office of Title IX Programs and Gender Equity, 123 Student Services Building, Fort Collins, CO 80523-0160, (970) 491-1715, [email protected] . The Section 504 and ADA Coordinator is the Director of the Office of Equal Opportunity, 101 Student Services Building, Fort Collins, CO 80523-0160, (970) 491-5836, [email protected] . The Coordinator for any other forms of misconduct prohibited by the University’s Policy on Discrimination and Harassment is the Vice President for Equity, Equal Opportunity and Title IX, 101 Student Services Building, Fort Collins, Co. 80523-0160, (970) 491-5836, [email protected] . Any person may report sex discrimination under Title IX to the Office of Civil Rights, Department of Education .
Background Check Policy Statement	Colorado State University strives to provide a safe study, work, and living environment for its faculty, staff, volunteers and students. To support this environment and comply with applicable laws and regulations, CSU conducts background checks for the finalist before a final offer. The type of background check conducted varies by position and can include, but is not limited to, criminal history, sex offender registry, motor vehicle history, financial history, and/or education verification. Background checks will also be conducted when required by law or contract and when, in the discretion of the University, it is reasonable and prudent to do so.
Employment and Appeal Rights	If you receive notice that you have been eliminated from consideration for the position, you may protest the action by filing an appeal with the State Personnel Board/State Personnel Director within 10 days from the date you receive notice of the elimination. Also, if you wish to challenge the selection and comparative analysis process, you may file an appeal with the State Personnel Board/State Personnel Director within 10 days from the receipt of notice or knowledge of the action you are challenging. Refer to Chapters 4 and 8 of the State Personnel Board Rules and Personnel Director’s Administrative Procedures, 4 CCR 801, for more information about the appeals process. The State Personnel Board Rules and Personnel Director’s Administrative Procedures are available at www.colorado.gov/spb . A standard appeal form is available at: www.colorado.gov/spb . 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 10 days of your receipt of notice or knowledge of the action: 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. The ten-day deadline and these appeal procedures also apply to all charges of discrimination.

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