Administrative Assistant II

Full Job Description

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Contributing to the Adams State University Student Affairs mission, the Office of Housing and Residence Life offers on-campus housing options in various communities and styles that enhance the student experience and foster opportunities for personal growth and development. The Office of Housing & Residence Life helps provide a safe, affordable assortment of housing for undergraduate and graduate students and faculty/staff. The Housing and Residence Life Office is responsible for the administration and operations of residence halls and apartments, including policies and standards, billing and purchasing, summer conference housing, guest apartments, housing conduct, and program oversight.

Requirements

The Administrative Assistant II will provide general office support to the Office of Housing & Residence Life by keeping all student records and files updated via eRezLife, arranging appointments and reservations, ordering maintenance, typing various forms/reports, billing, receipt/refund deposits, prepare purchase orders/requisitions, department mailings, etc. The Office of Housing & Residence Life collaborates with other campus offices that require information or assistance with on-campus students. The department will soon be using new software called Maxient for student case files, which will require assistance from the Administrative Assistant.

Specific Job Responsibilites:

Maintain eRezLife system and develop office processes Assist in creating and implementing processes for student and faculty/staff housing applications and contracts.

Housing applications, rosters, and communication are conducted through eRezLife software. The Administrative Assistant would be one of the system's primary users.

Design and implement reporting documentsComputer operations for memos, editing the resident handbook, reports, letters, data entry, spreadsheets, and maintenance requests.

Compile reports and update records as they pertain to student applications, intent forms, break information, early arrivals, no-shows, scholarship recipients, summer housing, and department mailings.

Conduct research on best practices, rate information, and resident handbooks. Assist in preparing any Excel reports on occupancy, billing, revenue, expenses, and inventory.

Preparing various forms/letters for fees

• Follow established department procedures regarding the processing of housing assignments/cancellations, summer conference billing, Faculty Drive billing, deposit refunds, data entry, room key access, etc.

Process purchase orders and maintain activity budgets

• Maintains and prepares a shadow budget for the area and processes and reconciles all paperwork related to the Purchase Order guidelines. Assist in overseeing P-card statement reconciliation and proper receipt documentation.

Manages reception office and student employees Answers questions about the department as the first point of contact for students/parents/customers by phone, and manages department email accounts by replying to emails and/or forwarding them to the appropriate resource.

Provides reception coverage for three professional staff in the office, as well as 4 Residence Directors, and works with/trains work study students.

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

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

A successful candidate will demonstrate responsible professional conduct at all times; will be punctual and observe scheduled work hours.

Note: Although this position is non-exempt for FLSA, it is a condition of employment at Adams State University to agree to receive compensation time in lieu of overtime pay.

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.)*

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

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 will 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.

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