Administrative Assistant II

Full Job Description

GJK-000508 02/26; Arts & Science Department

Pueblo Community College is one of the most dynamic and progressive community colleges in Colorado.

We continually strive to provide modern facilities, state-of-the-art equipment, and comprehensive technical and transfer programs that prepare students to enter the job market or transfer to a four-year school.

Our faculty and staff are committed to student success, offering quality classroom instruction and academic support.

CCCS recognizes the importance of a workforce that is reflective of our diverse student community which consists of 22.1% Hispanic; 6.2% Black/African American; 3.7% Asian/Pacific Islander: 0.9% American Indian/Alaskan Native; and 60.5% White.

As such, we are interested in selecting the best candidate from a diverse pool.

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 'cccs.edu and info@governmentjobs.com addresses.

If you do not have an email address, then you will receive correspondence via US mail.

NOTE: This full-time position will work at Pueblo Community College - Monday through Friday, 8:00 p.m. to 5:00 p.m. with varying hours and days off, which may include evening hours, depending on the business needs of the college.

The Colorado Community College System (CCCS) and its colleges 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 colleges 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.

Requirements

JOB DUTIES:This position provides administrative support to the Dean, Administrative Assistant III, Department Chairs, Assistant Department Chairs Faculty, Part Time instructors, and Staff of the Arts and Sciences Division and the Office of the Dean of Arts and Sciences. The Administrative Assistant II must have the ability to work independently on projects, from start to finish, handle a diverse range of tasks, and confidential matters with discretion, while also being able to work effectively under pressure when required. This position works closely with the Administrative Assistant III to keep them informed of upcoming commitments and responsibilities, and follow up as needed.

The primary tasks and responsibilities include:
• Delivering outstanding customer service to both internal and external clients, ensuring that complaints, messages, and inquiries are addressed promptly, courteously, and efficiently.
• Welcoming visitors to the suite area of Davis Academic Building AB-250, offering information, documents, instructions, or guiding visitors to the appropriate contact or location as needed.
•Managing the main telephone line in AB-250 by fielding inquiries, directing callers to the right contacts, recording and forwarding messages, assessing message urgency, and promptly delivering any emergency messages.
• Delivering and picking up items on campus, as needed
• Staying informed about college policies and procedures, including up-to-date knowledge of forms, resources, and services. Responding promptly to information requests through telephone, mail, email, or in-person interactions.
•Creating and formatting accurate information by typing and editing memos, information spreadsheets, flyers, bulletins, letters, emails, and handling bulk mailings, as well as communicating effectively verbally.
•Copying, distributing, and organizing records and documents including meeting agendas and minutes, memos, letters, and internal documents. Ensuring electronic files are maintained appropriately for easy access and retrieval.
•Assisting in maintaining and updating distribution, contact, and mailing lists. Attending meetings, documenting discussions, and preparing meeting minutes as required. Facilitating WebEx/Zoom meetings and/or handling requests for Official Functions as necessary.
• Supporting new faculty and instructors with essential tasks such as processing key requests, computer access requests, and coordinating the ordering of name tags and business cards, along with similar administrative requests.
• Supporting students and instructors with course registrations by entering registration data into Banner, and collaborating with campus resources to address any registration issues promptly.
• Assisting in notifying students of course cancellations and dropping students from cancelled classes
• Posting of notifications and other efforts to notify students of class cancellations due to instructor illness or similar situations
• Maintaining an inventory of office and classroom supplies and equipment; purchasing and storing supplies, as needed
•Managing office technology including printers, copiers, and telephone systems; procuring consumables as required, and initiating repair and maintenance requests when necessary.
•Overseeing the maintenance of the physical spaces in the AB-250, and 280 common areas, and coordinating Facilities or Information Technology work orders as necessary.
• Managing the maintenance of the adjunct office (AB-250, the Adjunctorium), which includes overseeing supply orders, monitoring technology and facility requirements, and ensuring operational efficiency.
•Participating in faculty standing committees, potentially serving as a clerical assistant to a committee or task force.
•Engaging on search and screen committees. Supporting events, fundraising campaigns, commencement activities, and similar initiatives. Assisting with training and supervising student employee in their duties.
•Utilizing appropriate technology including Microsoft Office to assist in scheduling appointments and meetings for faculty
• Maintaining the order of the faculty/staff mailroom, sorting and distributing incoming mail and facilitating the process of outgoing mail and bulk mailings
• Monitors division deadlines and important dates.
•Providing backup support and coverage in AB-230 office site as as needed.

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 years of (2) of clerical experience as listed above and utilizing Microsoft Office Word, Excel, and Outlook software applications, performed as the primary function of the job.

Daily interaction with students, faculty and staff require that this position have strong interpersonal, communication and organizational skills. Computer literacy is a must.

Effective verbal and written communication skills are necessary for success in this position. Do not use "see resume" statements in application.

Your application must be completed in detail, showing relevant experience in order to be considered. Part time experience will be prorated.

OR

Education and Experience:College, university, or non-correspondence business school course work from an accredited institution in Business or related field may substitute for the clerical experience as listed above on a year for year basis.

A copy of your transcript verifying the required credits must be received by application deadline in order to be considered. Redact your age related information on your transcripts.

Conditions of Employment: 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 PCC Office of Human Resources with an official disposition of the charges.

Preferred Qualifications: Please provide a detailed description on your application of your relevant work experience and document examples of your work in relation to the following: Experience involving a wide range of clerical responsibilities. Working knowledge of Banner or similar system. High level of speed and accuracy regarding data entry. Attention to detail (ability to check for typographical, grammatical and spelling errors, etc.). Experience and ability to work in a fast paced customer service and data entry environment, and ability to handle multiple tasks simultaneously while meeting targeted deadlines. Experience with problem solving processes. Understand and determine appropriate rules and regulations from various sources. Knowledge in extracting information from various reports. Prior work experience at a community college or other academic environment. Ability to deal with a diverse population with discretion and tact.

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

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

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.

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.

For information regarding Pueblo Community College Security, including crime statistics for the Pueblo, Fremont, and Southwest Colorado Community College East and West campuses and surrounding areas, please see the Pueblo Community College Campus Security website at: http://www.pueblocc.edu/StudentServices/Security/Security.htm. For a hard copy report please contact 719-549-3144.

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: As part of our commitment to provide access to individualized support, our agency will assist individuals who have a disability with 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 require reasonable accommodation to ensure you have a positive experience applying or interviewing for this position, please direct your inquiries to our ADAAA Coordinator, Dana Moss, at dana.moss@pueblocc.edu, or call 719-549-3220.

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 Dana Moss,at dana.moss@pueblocc.edu , or call 719-549-3220.

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.

The Federal Clery Act (The Student Right to Know and Campus Security Act of 1990) requires all institutions of higher learning to make available to prospective employees our agency's Annual Security Report. A copy of this information is available on the CCA website athttp://www.ccaurora.edu/students/student-right-know. A paper copy of this report can be obtained at the College Security Office upon request. This report includes statistics for the previous three years concerning crimes that occurred on campus or on property controlled or owned by Community College of Aurora, as well as public property within, or immediately adjacent to and accessible from, our campuses.

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 classifications 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.