Administrative Assistant III

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Administrative Assistant III

Salary

$4,154.00 - $4,985.00 Monthly

Location

Denver, CO

Job Type

Full Time

Job Number

GJA-000590 09/24

Department

Colorado Community College System

Opening Date

09/17/2024

Closing Date

9/25/2024 4:00 PM Mountain

FLSA

Determined by Position

Type of Announcement

This position is open only to Colorado state residents.

Primary Physical Work Address

Colorado Community College System, 9101 E. Lowry Blvd., Bldg. 959, Denver, CO 80230

FLSA Status

Non-Exempt; position is eligible for overtime compensation.

Department Contact Information

Tom Wolf, tom.wolf@cccs.edu, (720) 858-2733

Hiring Pay Rate

The salary range listed represents a broad salary range for this position. It is anticipated that this position will begin at $4,154.00 per month, depending upon internal equity, experience, education, and training.

How To Apply

Please submit an online application for this position at https://www.governmentjobs.com/careers/colorado. Reach out to the Department Contact to apply using a paper application, including any supplemental questions. Failure to submit a complete and timely application may result in the rejection of your application. Applicants are responsible for ensuring that application materials are received by the appropriate Human Resources office before the closing date and time listed.

• Description

• Benefits

• Questions

Department Information

GJA-000590 09/24; Facilities Department

The Colorado Community College System (CCCS) is the statewide pathway to individual achievement and economic vitality. We provide an accessible, responsive learning environment that facilitates the achievement of educational, professional and personal goals by our students and other members of our communities, and we foster an atmosphere that embraces academic excellence, diversity and innovation.

You will admire the friendly culture of our system office and be inspired by our team environment and dedicated employees. Additionally, we offer:

• Generous annual and sick leave benefits; our employees stay because of the work/life balance they are able to obtain here.

• Attractive health, dental, vision, life, and flexible savings options; we will also help you build your retirement savings via our defined benefit or defined contribution plans.

• An opportunity to become a lifelong-learner and enjoy considerable savings for the college education of your dependents through our tuition reimbursement program.

Note: Standard hours for this position will be Monday through Friday 8:00 a.m. - 5:00 p.m., at the Colorado Community College System. Applicant selected for hire will be required to acquire working knowledge of and the ability to utilize Banner, via training provided subsequent to hire.

EMAIL ADDRESS: All correspondence regarding your status in the selection/examination process will be conducted via e-mail. Please include your current e-mail address on your application and set up your e-mail to accept messages from info@governmentjobs.com and 'cccs.edu' addresses. If you do not have an email address, then you will receive correspondence via US mail.

Description of Job

Duties: This full-time position is located in the Facilities Department at Colorado Community College System. Primary duties and responsibilities include: provide support to the Facilities Management team and work unit at the Lowry Campus. Position provides initial contact for all campus tenants to deal with facility maintenance, security, grounds, and custodial issues. Provide excellent customer service to internal and external customers. Input information into electronic work order system (Computer Maintenance Management System - CMMS) and assign work orders by order of priority; close out completed work orders and calculate labor and materials. Support the department in managing the office, its functions and processes; establish and organize work processes and guidelines. Maintain state procurement card (p-card) records for employees of the department and reconcile monthly. Order supplies and maintain records; determine reorder quantities and best source for needed supplies and parts. Provide fiscal accountability for expenditures and income on a monthly basis by preparing and maintaining budget spreadsheet reports and record keeping using Microsoft Excel. Keep up to date on State purchasing rules and regulations and knowledge of and interpretation of state fiscal rules. Prepare facility reports, schedule tenant meetings and staff meetings; prepare agendas and notes for meetings. Keep director informed of facility and tenant issues. Responsible for issues and paperwork concerning fleet vehicles such as titles, registration, license plates, emissions testing and gas cards. Initiate and process paperwork for personal service agreements, pay request forms, appointment forms for temporary employees, blanket purchase orders, etc. Assist the department manager with requests for capital construction projects. Maintain all documents, budgets and progress reports associated with capital construction. Open and distribute all mail for the department and screen telephone calls. Position utilizes several computer programs including Microsoft Office to include Word to compose correspondence, reports, edit and distribute memos, etc. and Excel to create spreadsheets, tables and formulas, upload/download and manipulate data in spreadsheets to maintain records; Outlook to maintain calendar and appointments and PowerPoint to create presentations; Banner to complete leave requests and timesheets, reallocate funds, etc.

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:

G3A4XXADMINISTRATIVE ASSISTANT III (https://drive.google.com/file/d/0B4enHpLSVk4eMWdzbVhaZTJDWW8/view?usp=sharing&resourcekey=0-b3y8iaBxItfgb77tjmzofw)

MINIMUM QUALIFICATIONS:

Experience Only:

Thirty-six months (36) of higher level clerical experience which includes one year of experience tracking and maintaining departmental budgets. Experience creating and maintaining Microsoft Excel spreadsheets is a must. Your clerical experience, budget experience, and experience creating and maintaining Excel spreadsheets must be documented on your application. Computer literacy is a must. Candidate must have well developed customer service skills to interface with a variety of people from many levels within the organization as well as the ability to diffuse tense situations as they arise and take charge when needed. Successful candidate must be a self starter and detail oriented. Effective verbal and written communication skills are necessary for success in this position. Do not use "SEE RESUME" statements on application; your application must be completed in detail and clearly document your relevant work experience. (Part time experience will be pro-rated).

OR

Education and Experience:

A combination of related education and/or relevant experience in an occupation related to the work assigned equal to three (3) years. Two years (60 semester hours) of college, university, or non-correspondence business school course work from an accredited institution may substitute for up to 24 months of clerical experience as listed above however, there is no substitution for the one year of experience tracking and maintaining departmental budgets and experience creating and maintaining Excel spreadsheets. You must submit a copy of your transcripts with your application in order to be considered. Please redact age-related information on your transcript.

Necessary Special Requirements: Must submit to and successfully complete a pre-employment background check as a condition of hire. Felony convictions or conviction of crimes of moral turpitude or convictions of misdemeanors related to job duties may disqualify you from consideration for this position. Should your background check reveal any charges and convictions, it is your responsibility to provide CCCS Office of Human Resources with an official disposition of the charges.

Preferred Qualifications: Experience using computer maintenance management software such as Computer Maintenance Management System - CMMS or similar software to manage work orders. Clerical experience in a Facilities office environment or construction/office environment. Strong public contact experience in an educational setting or large organization. Experience involving a wide range of clerical responsibilities. Knowledge of purchasing processes and guidelines. Purchasing experience. Excellent computer skills. Experience explaining policies and procedures. Prior experience entering information into an automated database. Excellent organizational skills; ability to multitask and be a self-starter; excellent communication skills in person and on the telephone; excellent written communication skills. Understand and determine appropriate rules and regulations from various sources. Experience with problem solving processes. Computer graphic and Internet capabilities are highly desirable for this position. Attention to detail (ability to check for typographical, grammatical and spelling errors, etc.). Ability to deal with a diverse population with discretion and tact. Associates or Bachelors Degree in Business Administration or a related field. Experience working with a student information system, such as Banner or similar system.

Appeal Rights:

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 .

Supplemental Information

This posting may be used to fill one or more similar positions in the future.

Important Note To Applicants: Former employees of the Colorado Community College System or one of its 13 colleges, who were disciplinary terminated or resigned in lieu of termination, must disclose this information on your completed application.

CCCS recognizes the importance of a workforce that is reflective of our diverse student community. As such, we are interested in selecting the best candidate from a diverse applicant pool.

Comparative Analysis Process: Your employment application will be used to rate your training and experience and to determine your rank among the candidates for this position. Other forms of testing may include eSkill, oral board, written, etc. subject to change based on number of qualified applicants. It is, therefore, very important to fill out the application completely and to give a detailed description of your education and work experience. Your application and attachments should address the described duties, minimum, and preferred qualifications. Be sure your application specifically addresses the requirements as listed in the Minimum Requirements section and that all required documents are included in the application packet (e.g. application, transcripts, licensure, supplemental questionnaire, etc.). Failure to include the required information by the application deadline will result in your rejection from consideration of the position. To request ADA accommodations in testing for this examination, contact: CCCS, Human Resources, 9101 E. Lowry Blvd., Bldg. 959, Denver, CO 80230, (303)595-1588.

Equal Opportunity Employer: The Colorado Community College System believes when all human qualities are regarded with dignity and respect and when everyone has access to the individualized support they need, all will have the opportunity to thrive. In all aspects of the employment process, decisions are made based on merit, competence, performance and business need without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity or expression, pregnancy, creed, ancestry, national origin, marital status, genetic information, military status, or any other protected status in accordance with applicable law.

Americans with Disabilities Act (ADA) Accommodations: Colorado Community College System 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, Laura DuClos, laura.duclos@cccs.edu, 720-858-2449.

Pregnant Worker’s Fairness Act: The Pregnant Worker’s Fairness Act allows applicants to request a reasonable accommodation for known limitations related to pregnancy, childbirth, or related medical conditions. If you require reasonable accommodation to ensure you have a positive experience applying or interviewing for this position, please direct your inquiries to Laura DuClos, laura.duclos@cccs.edu , 720-858-2449.

Address Confidentiality Program: If you are covered by the Address Confidentiality Program as provided by Colorado Revised Statute (CRS) 24-21-201 through 24-21-214, please notify the Human Resources office or analyst listed on this announcement so that you are provided the appropriate time extension for notifications provided by U.S. Mail. The extension allowed under this program applies only to U.S. Mail notifications that include a deadline of 10 days or less.

For information regarding Colorado Community College System Security, including crime statistics for the Lowry campus and surrounding area, please see the Lowry Campus Security website at: http://www.cccs.edu/Security/crimestats.html. For a hard copy report please contact 303-595-1638.

FOR CURRENT OR FORMER EMPLOYEES OF THE STATE OF COLORADO:Per the requirements of the Step Pay Program implemented on July 1, 2024, any State employee must be paid a rate that is equal to or greater than the appropriate step pay rate within their classification’s pay range based on completed years in their current class series as of June 30. All current and former State employees must ensure that your entire work history within the State Classified System, including at Institutions of Higher Education, is indicated in your application so that your time-in-series can be calculated accurately.

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.

01

Are you a current resident of the State of Colorado who can provide proof of Colorado residency?

• Yes

• No

  02

  Are you willing to submit to a pre-employment background check as a condition of hire?

• Yes

• No

  03

  Are you able to work onsite Monday through Friday, 8:00 a.m. to 5:00 p.m.?

• Yes

• No

  04

  Describe your administrative support experience as it relates to this position and at what jobs you performed these duties.

  05

  Describe your experience with Banner, Microsoft Office Applications, and other software applications.

  06

  Explain how you have used Microsoft Excel in the workplace and what you consider your level of experience is working with Excel.

  07

  Describe your experience managing departmental budgets and at what job(s) on your application you held this responsibility.

  08

  Describe your philosophy and experience with customer service.

  09

  Describe your purchasing experience.

  10

  Describe your experience supporting facilities, construction or similar field. Enter N/A if you do not have experience in these areas.

  Required Question

Agency

State of Colorado

Address

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Website

https://careers.colorado.gov/

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