Colorado State University

Posting Detail Information

Working TitleAdministrative Assistant II - Broomfield/Golden Office

Position LocationBroomfield/Golden, CO

Work LocationPosition is fully in-office/in-person

Type of PositionFull-time

Classification TitleAdmin Assistant II

Posting Number202400068P

Position TypeState Classified

Open Date06/10/2024

Close Date06/25/2024

Salary$3,160 - $3,792 monthly + Full Benefits

Employee Benefits

Colorado State University is not just a workplace; it’s a thriving community that’s transforming lives and improving the human condition through world-class teaching, research, and service. With a robust benefits package, collaborative atmosphere, commitment todiversity, equity and inclusion (https://inclusiveexcellence.colostate.edu/about/) , and focus on work-life balance, CSU is where you can thrive, grow, and make a lasting impact.

• Review our detailed benefits information here. (https://hr.colostate.edu/wp-content/uploads/sites/25/2021/01/benefits-summary-sc.pdf)

• Explore the additional perks of working at CSU here.

• For the total value of CSU benefits in addition to wages, use our compensation calculator (https://hr.colostate.edu/total-compensation-calculator/) .

• Lastly, click here for more information about why Fort Collins is consistently ranked in the top cities to live in (https://hr.colostate.edu/prospective-employees/our-community/) !

State Classified HourlyNo

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 Northeast Area in achieving the mission of the CSFS through its four Field Offices covering 21 counties and various sized communities from the Continental Divide to Kansas, and from the Palmer Divide to Wyoming and Nebraska. CSFS accomplishes this by providing professional, technical forestry assistance, collaboration and partnerships, grant funding and project management, and science and educational outreach within the Northeast Area in Colorado.

Position Summary

Provide support to the Colorado State Forest Service Northeast Area staff and programs such as, but not limited to: records and staff support for Forest Management Programs and service work; Forest Agriculture program records and support: grants records and administrative support; assisting with Area and Field Offices’ telephone communications, customer service, general public relations, landowner and public outreach, and distribution of educational materials; document creation/editing and data management; meeting logistics, meeting notes and records, and official functions support; payment processing, project budget tracking, purchases and reallocation of costs, and other financial duties; office equipment operations and maintenance; supports area field and office equipment maintenance and acquisition; facilitates field and offices supplies ordering and tracking; coordinates and assists with facilities management needs for area offices; and assists the Area Accounting Technician II with purchasing and fiscal support activities.

Minimum Qualifications

To be considered for this position, candidates must demonstrate in the application materials:

• Two (2) years of general clerical or office support experience in an occupation related to the work assigned to this position.

OR

• A combination of related education such as business or accounting courses and/or general clerical or office support experience in an occupation related to the work assigned equal to two (2) years.*Please note, unofficial or official transcripts must be attached with this application

Substitutions

Preferred Qualifications

The highly desired candidate will possess the following knowledge, skills, abilities, personal characteristics, and experience directly related and critical to this position:

• Excellent interpersonal skills with a focus on customer service

• Ability to use basic word processing, spreadsheet, and calendar management programs.

• General computer knowledge and familiarity with Microsoft Office Suite

• Written and verbal communication skills

• Data entry and record maintenance

• Detail oriented

• Teamwork and collaboration skills

• Problem solving and critical thinking skills

• Basic Bookkeeping/Purchasing experience

• Directly related state service experience

Essential Job Duties

Job Duty CategoryReception, Public Relations, and Administrative and Technical Support

Duty/Responsibility

Manages telephone calls, greets walk-in customers as needed. Routes incoming calls for Field Offices and specific staff. Evaluates and satisfies customer requests for various information and resources, and/or directs customers to the proper CSFS employees and work units, CSFS and other websites, or to external entities. Maintains schedules for conference rooms, and coordinates equipment, use, and readiness of CSFS facilities. Supports virtual meetings by coordinating use of Area Zoom license, Microsoft Teams, or obtaining conference call-in numbers for Field Offices’ staff and agency clients. Understand and utilize software systems for shared records and information storage, like Sharepoint, in support of CSFS and Northeast Area operations. Work with CSFS’ cooperators, landowners, communities, and contractors for program support as collaboratively planned by field office staff, area administrative staff, and outside parties. Screen and answer basic public/cooperator inquiries about insect & diseases, fuels treatments and wildfire mitigation, forest management planning, forest agriculture tax program, urban & community forestry, and other programs through phone calls, email, faxes, and drop-in visitors. Refer detailed inquiries and questions to field office staff, other CSFS offices and work units, or to appropriate outside agencies. Maintain public information racks in duty location, coordinate with field offices for information needs, and obtain supplies of publications for area offices as needed. Distribute or coordinate access to CSFS and other natural resource publications and information to cooperators, landowners, communities, and public as requested, or provide for other means to these parties to access these materials directly from other sources or methods such as websites or mailings. These duties require a thorough knowledge of: CSFS personnel/program responsibilities; related university, local, state and federal agency programs/services; and understanding of CSFS and other websites and electronic media. These duties rely on adequate knowledge and skills with the use of a phone system, internet browser, email, virtual meeting platforms, and interpersonal communications. These duties require excellent customer service to the agency, partners, public, and cooperators. Support Field Offices and area staff through data and document creation, input and editing for documents and databases. Data is entered into databases for programs such as, but not limited to, Forest Management Programs, Grants, Contractor vendor lists, Seedling Tree activities, and the Forest Agriculture program. Maintains Field Offices’ contact information. Assists with management and content updates of the Field Offices and Northeast Area information on CSFS 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 Area personnel to facilitate accurate scheduling and verify employee status. Takes notes at Northeast Area and agency meetings as needed. Reviews outgoing documents as requested or needed for completeness before sending to the CSFS State Office or other work units, partner agencies, cooperators, and landowners.

Percentage Of Time45%

Job Duty CategoryPurchasing/Fiscal Support

Duty/Responsibility

Reallocate Pcard transactions for Field Office staff using Kuali Financial System ( KFS ); utilize Kuali action list, and know how to handle the Pcard transactions; work with the appropriate the fiscal officer (Area or State Office) for approval of the transactions. 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. Learn and utilize new and emerging financial systems implemented by Colorado State University and State of Colorado. Follow CSU and department purchasing policies, and advise Area staff concerning these policies as needed. Prepare invoices and process physical and electronic customer payments to State Office for deposit within the required timeframe. Prepare purchase orders and reimbursement requests, by using the correct CSFS forms. Assist the NE Area Administrative Lead/Accounting Technician II and NE Area Manager with reconciling budget vs. actual expenses based on information provided by the State Office accounting team and Area staff. Create and maintain spreadsheets to assist area staff with tracking program information. Track landowner grant fiscal information using spreadsheets. Maintain performance and damage deposit records and process refunds needed for program activities such as, but not limited to, Forest Management projects, timber and wood product sales, and independent service contracts. Assist NE Area Administrative Lead/Accounting Technician II and NE Area Manager with annual budget requests including forecasting annual revenues and expenses, operating costs, performance and damage deposits activity, project funds, and travel or training plans and costs. As needed, handle and process deliveries of supplies and services for area staff, facilities, and operations.

Percentage Of Time20%

Job Duty CategoryOffice Operations and Administrative Support

Duty/Responsibility

Maintains Field Offices’ supply inventory by utilizing ShopCat system and other sources; tracks area’s office supplies and field supplies; as needed, orders supplies for area staff, facility needs, and field operations. Maintains and coordinates office equipment operability within Field Offices. Coordinates and/or 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, Teams, and US Postal Service. Manages incoming and outgoing mail processes along with area staff and offices, and prepares outgoing mail as needed; assists area staff with mailings including, but limited to, the Forest Agriculture property owners or other homeowner groups. Completes bulk-mail projects. Coordinate and/or assist with janitorial and building upkeep for area facilities. Maintain area vehicle mileage and maintenance records, and assist area staff with vehicle maintenance scheduling and tracking. Maintain area field equipment maintenance records and registrations or licensing, and coordinates with area staff for maintenance activities. Assist area staff in compiling, preparing and submitting reports to CSFS State Office, other CSFS work units and divisions, and external entities for area projects and CSFS program delivery. Assist with Field Offices’ technical publications libraries and order publications from other CSFS work units as needed. Assist area staff with preparation of training and travel documentation and staff submittal to the State Office for approval and processing. Track training and travel activities for internal reporting and fiscal management. Assist area staff with preparation and tracking of Cooperative Expenditures through completion of CSFS 901 forms or other documents, and submittal to State Office. Utilize hourly employees, interns, or other staffing opportunities to support Area and Field Office operations. Maintain office and area physical and electronic filing system. Assists with and coordinate updates to the Northeast Area and Field Office contractor lists. Serves as Northeast Area back-up approval officer for Timeclock Plus payroll and leave systems. Assists in the use and management of the Northeast Area’s Sharepoint site, particularly administrative documents, file management, and shared calendars

Percentage Of Time35%

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 theWork Experiencesection 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 theWork Experiencesection 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.

• TheWork Experienceis 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 theWork Experiencesection 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 theWork Experiencesection 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 theRequired Documentssection 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) whichrequirecandidates to physically appear (at the CSU campus in Fort Collins, CO) at the candidates’ own expense.

• Pertinent updates to your Application status can be obtained by logging into your application account athttps://jobs.colostate.edu

• All status updates for this position will be sent via email fromhuman.resources@colostate.edu,hr_ta@colostate.edu, 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.

Diversity, Equity, 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 – Talent Acquisition Team, athr_ta@colostate.eduor call (970) 491- MyHR(6947).

Department Contact Information

Human Resources – Talent Acquisition Team, athr_ta@colostate.eduor call (970) 491- MyHR(6947).

Please check the Help link online athttps://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 atHRServiceCenter@colostate.eduor (970) 491- MyHR(6947).

Conditions of EmploymentPre-employment Criminal Background Check (required for new hires), Valid Driver’s License - State of Colorado; periodic travel - between 4 field offices and area office of the Northeast 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. TheOffice of Equal Opportunity (https://oeo.colostate.edu/) 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,titleix@colostate.edu.

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,oeo@colostate.edu.

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,oeo@colostate.edu.

Any person may report sex discrimination under Title IX to theOffice of Civil Rights, Department of Education (https://www2.ed.gov/about/offices/list/ocr/docs/howto.html) .

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 atwww.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.

Supplemental Questions

Required fields are indicated with an asterisk (*).

• • Are you willing and able to submit to a pre-employment background check?

• Yes

• No

• • Do you have a valid driver’s license or the ability to obtain a driver’s license, or have access to a licensed driver, by the employment start date?

• Yes

• No

Applicant Documents

Required Documents

• Resume

• Cover Letter

Optional Documents

• Unofficial Transcripts