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Administrative Assistant III - Public and Legislative Affairs at CCCS

Company: State of Colorado
Location: Denver
Posted on: January 11, 2019

Job Description:

Department Information This position is open only to Colorado state residents GA-002762-01/19 Note: Position typically works Monday - Friday 8:00 a.m. - 5:00 p.m. but flexibility in schedule is required to meet the needs of the department. Applicant selected for hire will be required to acquire working knowledge of and the ability to utilize Banner via training provided subsequent to hire. A responsive, diverse, and innovative environment A career at the Colorado Community College System comes with great perks. As you help the operations of our 13 colleges continuously improve, you will reap a rewarding experience with being a part of an enterprise that assists thousands of students in elevating their lives each year. We are proud of the friendly culture of our system office and think you will be inspired by our collaborative environment and dedicated employees. We are confident - when you consider all the tangibles and intangibles - you will want to make the next, and final, stop of your career the Colorado Community College System. Description of Job Duties: This full-time position is located in Public and Legislative Affairs at the Colorado Community College System and reports to the Director of Communications & Marketing/Legislative Coordinator. The position provides direct administrative support for the Public and Legislative Affairs office, event planning, in person and remote customer service, office management and reception, purchasing, file management, and data processing for the department. Position will utilize a variety of software and programs to include Formstack and Survey Monkey, Microsoft Word, Excel and Outlook, and Banner. Position will coordinate or assist in the coordination of events and meetings including CCCS's Employee/Faculty/Adjunct Awards Ceremony, and other system-wide events or college tours for the State Board, Chancellor and the Director, weekly staff meetings and quarterly College Communications Council meetings. Manage multiple meetings and schedules in order to ensure attendees are notified in advance, proper head counts are obtained, necessary technology and supplies are available. Create brochures, forms, agendas, etc. for events and meetings. Position will serve as the primary point of contact for the office, providing excellent customer service. This includes, but is not limited to office management, greeting visitors to the office, handling phone calls, answering general questions, scheduling appointments, regularly checking the shared email in-boxes, sending and distributing mail ? both internally and externally, and serving as the first line responder to any immediate concerns. Position will create, edit, and distribute documents and correspondence, execute written compositions with a sense of urgency to meet quick deadlines, update documents and reports to ensure they are accessible (for ADA and WCAG 2.0), post documents or forms on the website or portal, generate graphs and charts for presentations/reports/documents, and manage meeting and training logistics. Position will assist with duties relieving the building front desk personnel for breaks and lunches, as appropriate. Position will support department staff to include obtaining a Purchasing Card (P-card) and managing all aspects of the procurement process for the department. Advise staff on appropriate purchasing/finance rules for purchases and reimbursements. Purchases include supplies, conference fees, professional dues, food/beverages for meetings and events, and all other appropriate purchasing needs. Position will complete Advance Request Forms (ARF) for staff, ensure necessary documentation is included, and follow up with requests for reimbursement. Reconcile P-card monthly and work with Purchasing when errors occur; determine and correct balancing errors. Responsible for file management, ensure completeness and accuracy of communications and marketing files. Establish and maintain electronic file systems, scan, archive and purge documents following appropriate retention rules. Assist in the coordination and tracking of requests that come into the office including edits needed for the CCCS website, media inquiries, and requests from CCCS colleges. Ensure staff know how to find electronic files. Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights Minimum Qualifications: Three years (36 months) of clerical experience, which must include previous experience providing executive level support and event planning. Position must also have experience working with a variety of software programs including moderate to advanced skills in Word and Excel and the ability to quickly learn new software. In order to be considered for this position, your clerical experience, experience providing executive level support and event planning must be clearly documented on your application, as well as your software experience. Successful candidate must have knowledge of correct English usage, spelling, and punctuation. You must also attach a resume to your online application detailing how your experience and background address the stated minimum and preferred qualifications/competencies of the job. Late resume submissions will not be accepted. Do not use "see resume" statements on application. Your application must be completed in its entirety. (Part-time experience will be pro-rated) Preferred candidates will have the following: * Excellent attention to detail. * Excellent customer service skills to positively represent the Public and Legislative Affairs office. * Excellent organizational skills due to multiple assignments and fluctuating priorities. * Strong interpersonal skills to effectively interact with a diverse customer base. * Strong verbal and written communication skills to effectively communicate with a variety of customers both in person and remotely. * Strong analytical and problem solving skills. * Previous experience supporting a public and legislative affairs office. Substitutions: College, university or non-correspondence business school course work from an accredited institution in Business, Public Administration or closely related field may substitute for the general clerical experience on a year-for-year basis but not the specific experience required for position. A copy of your transcript verifying the required credits must be received by application deadline in order to be considered. Late transcript submissions will not be accepted. Necessary Special Requirements: Must submit to and successfully complete a preemployment 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. Must have the ability to handle lengthy and sometimes difficult phone calls while relaying a professional attitude under all working circumstances. Must maintain a high level of confidentiality at all times. This position is eligible for overtime and will be required to take compensatory time for overtime worked as a condition of employment. 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 at www.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 Information 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. All state classified employees must be hired and promoted through a comparative analysis process. Part or all of the analysis for this position will include a review of your application material. Applications will be reviewed by a Human Resource Specialist and/or Subject Matter Experts to determine if you meet the minimum requirements for the position. Applications may also be used to assess and rank applicants who meet the minimum requirements, cut to a top group or establish an eligible list for referral to the position. Be sure your application material specifically addresses your qualifications, experience and accomplishments as they relate to the duties, minimum qualifications, substitutions, and preferred qualifications listed. Attach additional pages if necessary to fully explain your experience and accomplishments. Failure to include adequate information or follow instructions may result in your application not being accepted for this position and may affect your score or inclusion in the final pool of qualified candidates. Equal Opportunity Employer: The Colorado Community College System does not discriminate on the basis of sex/gender, race, color, age, creed, national or ethnic origin, physical or mental disability, veteran status, pregnancy status, religion, genetic information, gender identify, or sexual orientation in its activities, programs, or employment practices as required by Title VI, Title VII, 1964 Civil Rights Act; Title IX, Education Amendments of 1972; Age Discrimination in Employment of 1967; Section 504 of the Rehabilitation Act of 1973; Vietnam Era Veterans' Readjustment Assistance Act (VEVRAA) of 1974, Pregnancy Discrimination Act of 1978; Genetic Information Nondiscrimination Act of 2008; and the Americans with Disabilities Act (ADA) of 1990. Americans with Disabilities Act (ADA) Accommodations: The Americans with Disabilities Act (ADA) protects qualified individuals with disabilities from discrimination in the workplace. The ADA applies to all areas of employment, including pre-employment and employment testing. Candidates wishing to request reasonable accommodations must do so at least three days prior to the administration of the exam. Refer to the contact information on the exam scheduling notice or on the specific job announcement. You may be asked to provide additional information, including medical documentation, regarding functional limitations and type of accommodation needed. Please ensure that you have this information available well in advance of the assessment date. Pregnancy Related Accommodations, Colorado Anti-Discrimination Act (CADA): The Colorado Anti-Discrimination Act (CADA), allows applicants to request a reasonable accommodation for health conditions related to pregnancy or the physical recovery from childbirth. 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.SDL2017

Keywords: State of Colorado, Denver , Administrative Assistant III - Public and Legislative Affairs at CCCS, Administration, Clerical , Denver, Colorado

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