Administrative Assistant II

Full Job Description

Colorado School of Mines (Mines) is an internationally preeminent teaching and research university dedicated to meeting the resource development needs of a rapidly evolving, technology-based society. Mines was selected by the Colorado State Legislature as the state's first "exemplary institution" of public higher education due to our "high degree of responsibility and capability with regard to academic and administrative functions."

Colorado's oldest public university, Mines is located in Golden, Colorado at the gateway of the Rocky Mountains, 13 miles west of downtown Denver and 21 miles south of Boulder.

MINES IS PROUD TO OFFER EXCELLENT BENEFITS TO ATTRACT AND RETAIN EXTRAORDINARY TALENT. OUR PERKS INCLUDE:

• Medical, Dental, and Vision Insurance
• Generous vacation and sick leave plus 13 paid holidays
• State pension plan (PERA)
• Parental Leave
• Reduced cost tuition for employee and family members
• Life and Disability Insurance
• Professional growth and training opportunities
• Access to technology and equipment
• Colorado State Employee Assistance Program
• Access to a world-class recreation center
• Interaction with an international population and cultural events
• BenefitHubstate employee discount program
• RTD Eco-Pass

Requirements

The purpose of this position is to provide administrative and clerical support for Infrastructure and Operations. Supports Facilities Management, Environmental Health and Safety, Office Design and Construction, and Business Services.

This position exists to:

• Provide reception services and administrative support for the I&O main office.
• Create and implement practices and procedures as needed, through coordination and cooperation with Business Operations Manager, I&O Department Manager, and all other department staff.
• Prioritize departmental workload, organize and coordinate assigned office operations.
• Process requests and departmental documents, and maintain departmental databases.
• Contribute to the mission of the I&O Division.


Primary Responsibilites

Office Operations - 25%

Acts as receptionist for Business Services at the Moly Building. Answers incoming calls on the main Facilities line (x3330).

Routes calls, provides information, or assists with entering maintenance requests and contacting maintenance personnel. Follows up with customers as needed.

Manages Moly building access, greeting visitors, determining purpose of visit, and guiding to appropriate contact when necessary.

Organizes meetings for I&O. This will be primarily for Moly Building occupants, and for Moly Building conference rooms.

Checks conference room and attendee schedules in outlook, sets event time, and communicates the event. Updates and posts conference room schedules.

Ensures rooms are available for scheduled events prior to start.

Data Entry and Other Clerical - 25%

Enters all purchasing data to FAMIS from pcard vouchers and invoices. Checks data entry folders daily and completes entry by date added, oldest to newest.

Coordinates with Business Operations manager on monthly billing to ensure all available data entry is complete and accurate prior to billing.

Receives scheduled reports and reviews transaction data for errors; researches and corrects. Adheres to departmental data entry standards and maintains high level of accuracy.

Performs FAMIS data overhauls as needed.

Completes regular electronic scanning and other scanning projects as assigned. Attaches scans to FAMIS work orders and/or files in folders on the shared drive.

Sorts and distributes building mail. Identifies and separates “junk mail.”

Works vendor statements by researching FAMIS data, payment history; verifies payment is not complete or in process before contacting manager or vendor for invoice. Distributes invoices to shops and notifies manager of past dues.

Facility Management Procurment Coordinator - 25%

• Serves as point of contact for Facilities Management procurement requests, and coordinates between shops and Procurement agent to fulfill requests and create purchase orders. Is familiar with procurement rules and acts as an informational contact for FM.

Receives all requests from FM shops and works to ensure only requests ready to go to requisition and PO are submitted to Procurement.

Checks for complete information, verifies the vendor is active and current, and that the correct index and account appropriate for the request.

Checks indexes for available funding and advises Business Services Manager of any budgetary shortfalls prior to submitting request.

• Works with assigned Procurement agent to streamline processes. Takes direction from agent on requirements, standards, and changes to the procurement process. Advises Business Services and FM on any changes to procurement processes.

Supplies Management - 10%

• Works with set budget to order supplies for the Moly Building, which are used by the I&O occupants, as well as FM uniform wear. Receives budget from manager at beginning of fiscal year, monitors throughout year, and advises manager of any concerns.

• Acts as point of contact for supplies and uniforms. Takes requests, places orders, and advises requestors when orders arrive.

• Maintains stock levels of kitchen and office supplies. Conducts periodic audits for needed replenishment. Regularly straightens and organizes. Monitors stock utilization and brings any concerns to management; i.e., an item is continually depleted more quickly than expected.

• Holds key to supply room and monitors access. Unlocks room in morning and locks at the end of day before leaving.

P-Card Expense Reports, Personnel Records, & Preventative Maintenance Program Backup - 15%

Acts as backup for reconciling pcard expenses by assembling expense reports. Checks the database as well as coordinates with manager to determine when backup support is needed.

Accesses a folder of scanned receipts on the shared drive, and matches receipts to transactions in the online database. Chooses index and account code for each transaction and adds to expense report.

Posts completed expense reports, and clears receipts from employee file.

Assists manager with maintaining department personnel records, ranging from student contracts, evaluations, and hiring paperwork. Files, organizes, and purges files as needed.

Assists manager with annual PM work order processes. Uses FAMIS reports to populate new work order numbers into master schedules in Excel to be distributed to shops for new fiscal year. Also assists with creating annual standing purchase and labor work order lists for shops.

Qualifications

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:

G3A3XX ADMINISTRATIVE ASSISTANT II

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

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.

Additional Information

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. The Colorado Department of Public Health and Environment 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 at benefits@mines.edu .