Job Information
State of Colorado Administrative Assistant II - Multiple Positions in Alamosa, Colorado
Administrative Assistant II - Multiple Positions
Print (https://www.governmentjobs.com/careers/colorado/jobs/newprint/4546014)
Administrative Assistant II - Multiple Positions
Salary
$3,160.00 - $4,425.00 Monthly
Location
Alamosa, CO
Job Type
Full Time
Job Number
GYA229.258.191-6/2024
Department
Adams State University
Opening Date
06/21/2024
Closing Date
6/30/2024 11:59 PM Mountain
FLSA
Determined by Position
Type of Announcement
This position is open only to Colorado state residents.
Primary Physical Work Address
Adams State University 208 Edgemont Blvd Alamosa, CO 81101
FLSA Status
Non-Exempt; position is eligible for overtime compensation.
Department Contact Information
Shannon Martinez, 719-587-7990, shannon_heersink@adams.edu
Salary Note
Although the full salary range for this position is provided, appointments are typically made at or near the range minimum.
How To Apply
Online applications through the Colorado Jobs portal will not be accepted. Please follow instructions on the job announcement for submitting an application.
Description
Benefits
Department Information
The Adams State University Extended Studies department is a self-funded continuing and distance education unit existing as an auxiliary to the University. The purpose of the department is to provide undergraduate and graduate credit, contract courses, continuing education courses, provide operational support to the University for concurrent education and to collaborate with academic departments to meet student needs. The Extended Studies unit partners with school districts as well as nonprofit and for profit organizations and handles over 16,000 enrollments each year.
Description of Job
This job posting is open for applicants to apply for multiple positions in the Administrative Assistant IIjob classification at Adams State University in the Department of Extended Studies and the Prison Education Program.
Position 1.) This position will provide administrative and office support to the Extended Studies office, specifically for the professional development area. This position will serve as first point of contact for professional development (PD) instructors, perform an initial review of PD, concurrent and C@HS syllabi to ensure all components are present and that they meet all ASU requirements, format syllabi to ensure consistency, communicate effectively with instructors regarding course submissions and status of course approval, create coversheets for new Professional Development, Dual Enrollment or College @ High School courses and route them for approval, route MOU's for concurrent enrollment and professional development for appropriate signatures, maintain electronic and hard copy files for concurrent and professional development MOU's, copy completed syllabi and instructor credentials to Google drive and notify appropriate parties that syllabi are ready for review, communicate with co-worker when courses have been approved so that they can be built in Banner/Workday/Workforce and Community, communicate effectively with all co-workers to ensure smooth processes, prepare Google surveys for conference attendees, send information to new potential partners, maintain and input course information into Access database, supervise work study student when appropriate, maintain hard copy instructor files, oversee scanning and indexing of all documents, other duties as assigned.
Po sition 2. ) The primary purpose of this position is to provide support in processing registration and payment for Extended Studies and the online Workforce and Community/Workday registration and payment system. This position will be responsible for on-line registration and payments as well as paper registration and manual payments. This will include data-entry, balancing cashiering sessions, verifying receipts, creating reports, answering phones, taking messages, maintaining files, and filing. This position will also request and enter grades for professional development, non-degree students, as well as high school concurrent/dual enrollment students. This position may also assist with third party billing, past-due account processing, collections and other back-up duties as assigned.
Position 3.) The main purpose of this position is to provide general office support within Extended Studies(ES) and Prison Education Programs (PEP). The position will be responsible for front-desk operations, including answering phones, opening, logging, and sorting mail and e-mail, taking messages, making referrals, and greeting the public. The goal of the tasks performed in this position will be to increase the effectiveness and efficiency of clerical and customer service operations within the unit. This position will be the central point of contact for ES/PEP clients including students, parents, sponsors, and adjunct and affiliate faculty, in guiding them through processes, analyzing distance learning issues, and determining the correct individual/department to which they should be referred. This position will also support the units within the department with data entry into Banner, Xtender, Workday, and local databases, and various tasks that occur during peak registration periods and large projects. It will be imperative that this position be well-versed in all programs within the ES/PEP units, as well as being able to research and pull information from the campus ERP system. This position will also be responsible to hire, supervise and train work-study support for this position.
Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights
Residency Requirement:
This posting is only open to residents of the State of Colorado at the time of submitting your application.
Class Code & Classification Description: (New)
G3A3XXADMINISTRATIVE ASSISTANT II (https://drive.google.com/file/d/0B4enHpLSVk4eMWdzbVhaZTJDWW8/view?usp=sharing&resourcekey=0-b3y8iaBxItfgb77tjmzofw)
MINIMUM QUALIFICATIONS:
Experience Only:
Two (2) years of relevant experience in an occupation related to the work assigned to this position
OR
Education and Experience:
A combination of related education and/or relevant experience in an occupation related to the work assigned equal to two (2) years
PREFERRED QUALIFICATIONS:
The preferred candidate will have experience with as many of the following as possible:
Experience with ERP systems. Excellent interpersonal skills. Strong organizational skills. Outstanding customer service. Detail oriented. Experience with MS Office Suite.A successful candidatewill demonstrate responsible professional conduct at all times; will be punctual and observe scheduled work hours; will not abuse leave and will follow call-in procedures. the successful candidate will also follow safety guidelines and use personal protective equipment, when required.
Required Skills and Competencies:
Strong customer service skills
Strong attention to detail
Strong organizational skills
Excellent verbal and written communication skills
Ability to work independently
Ability to multi-task and meet deadlines
Strong interpersonal skills
Highly efficient with MS Office suite, Google Suite, and other database applications
Appeal Rights: (Updated)
An applicant who has been removed from an employment list or removed from consideration during the selection process may request a review by the State Personnel Director.
As an applicant directly affected by the results of the selection or comparative analysis process, you may file a written appeal with the State Personnel Director.
Review of the completed, signed and submitted appeal will be timely on the basis of written material submitted by you, using the official appeal form signed by you or your representative. This form must be completed and delivered to the State Personnel Board by email at dpa_state.personnelboard@state.co.us within ten (10) calendar days from your receipt of notice or acknowledgement of the Department’s action.
For further information on the Board Rules, you can refer to 4 Colorado Code of Regulations (CCR) 801-1, State Personnel Board Rules and Personnel Director's Administrative Procedures, Chapter 8, Resolution of Appeals and Disputes, at spb.colorado.gov/board-rules .
Years of experience will be expressed in terms of full-time equivalent service with full-time workload equal to one (1) Full-Time Equivalent (FTE) year. No more than 1.00 FTE year may be credited in any twelve (12) month period. Positions working 40 hours or less per week will be pro-rated (30 hrs/wk=0.75 FTE=9 mos credit; 20 hrs/wk=0.5 FTE=6 mos credit; 10 hrs/wk=0.25 FTE= 3 mos credit.)*
Supplemental Information
All applications that are received by the closing of this announcement will be reviewed against the minimum qualifications in this announcement. Candidates who meet the minimum qualifications proceed to the next step.
Colorado Revised Statutes require that Classified state employees are hired and promoted based on merit and fitness through a comparative analysis process. Part of, or all of, the comparative analysis for this position may be a structured application review, which involves a review of the information you submit in your application materials by Subject Matter Experts (SMEs) against the preferred qualifications. Any attachments such as cover letters, resumes or other documents that support your experience may also be reviewed during this phase.
Be sure your application materials specifically address your qualifications, experience, work products, and accomplishments as they relate to the Primary Duties, Minimum Qualifications, and Preferred Qualifications sections as listed above. Failure to include adequate information or follow instructions by the deadline for application may result in your application not being accepted for this position and may affect your inclusion as a qualified candidate in any of step of the selection process and placement on the eligible list. A top group, up to six candidates, will be invited to schedule an interview with the hiring manager.
This announcement and the eligible list established from this posting may be used to fill multiple vacancies.
Adams State University is committed to providing a safe and secure environment for its students, faculty, staff and visitors, and to protecting its funds, property and other assets. Well-informed hiring decisions contribute to this effort. Therefore, Adams State University has adopted a policy on background screening for its prospective, continuing, and returning employees as well as students in certain circumstances. Offers of employment will be contingent upon the completion of an acceptable background check. The information received in response to a background check will be treated as confidential to the extent provided for by law.
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.
Adams 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 reasonable accommodation to ensure you have a positive experience applying or interviewing for this position, please direct your inquiries to our ADAAA Coordinator, Tracy Rogers, at tracy_rogers@adams.edu or call (719)587-7990”
CLICK HERE TO APPLY (https://adams.wd1.myworkdayjobs.com/ASU/job/Alamosa-Colorado/Administrative-Assistant-II_R246)
The State of Colorado offers permanent employees a variety of benefits including medical, dental, life and disability insurance, as well as a comprehensive leave program. Please click the following link for detailed information: www.colorado.gov/pacific/dhr/benefits
Please note that each agency's contact information is different; therefore, we encourage all applicants to view the full, official job announcement which includes contact information and class title. Select the job you wish to view, then click on the "Print" icon.
Agency
State of Colorado
Address
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Website
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