What are the responsibilities and job description for the Administrative Assistant III position at State of Colorado Job Opportunities?
Department Information
GJB-000146 02/25; Student Affairs
The faculty and staff at ACC are passionate about student success. All ACC employees participate as educators striving to create an accessible, inclusive environment that promotes success for students, employees, and the surrounding community.Why Work at ACC?
- Benefits- We offer a competitive benefits package, including: health coverage, retirement, paid time off, flexible spending accounts, life insurance, and more.
- Professional Development - We provide professional development and enrichment opportunities for our staff to help them grow personally and professionally through our Center for Professional Enrichment and Human Resources department.
- Tuition Reimbursement - To help our staff develop their skills, we offer a tuition reimbursement program good for courses taken at any of the Community College System colleges.
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 info@governmentjobs.com and 'cccs.edu' addresses. If you do not have an email address, then you will receive correspondence via US mail.
Description of Job
The primary purpose of this position is to efficiently manage the front office workflow, focusing on clearly and professionally communicating with students in the delivery of information related to academic, and transfer advising. Manages daily operations for the front desk area of Academic Advising & Transfer Services and facilitates student access to advising services. Directs students to appropriate resources to resolve inquiries. Oversees advisor assignment process for all new students admitted to ACC and students who have changed their major, including document management. Provides excellent customer service to students as the first point of contact for Academic Advising & Transfer Services. Answer basic advising-related questions and direct students to appropriate website or department for additional information. Supports Department and College retention goals by responding to student inquiries and navigating students through the process of developing their academic plan. Evaluates inquiries and determines appropriate referral.
Creates and maintains effective correspondence and communications as part of Advising & Transfer Services communications flow, including the management of student communications, emails, marketing materials, and chatbot communications. Works with supervisor to maintain consistency in all communications. Coordinates with staff and Marketing to maintain the Advising Department’s webpage.
This position manages and maintains the front office of the Advising Department, including the development and implementation of front offices procedures. Coordinates appointment calendar for Advising & Transfer Services staff. Creates, plans, and coordinates events for students and supports Departmental events, including but not limited to, student orientations, academic and transfer pathway events, career and transfer events, Advising leadership and staff retreats, student retention events, etc. Participates in Student Affairs Divisional trainings and College-wide mandatory trainings, oversee participation of any student staff as required.
This position also oversees the fiscal operations of the department including running reports to analyze budget utilization, tracking and ordering office supplies, forms, publications, and special purchases within the budget; oversees document processing, imaging and indexing; coordinates all office mailings; collects and ensures the accuracy of various advising forms in compliance to the rules, regulations and procedures.
Responsible for the hiring, training, and supervision of front desk student work-study staff. Develops training opportunities for front desk student work-study staff that ensures operational cohesion and promotes positive customer experiences. Facilitate training as necessary.
While this is a general summary of the purpose of this position, there may also be other duties assigned to support current projects and initiatives on campus that impact department and institutional mission and retention initiatives. Works with Banner, Microsoft Office, and EAB Campus/Navigate.
Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights
This posting is only open to residents of the State of Colorado at the time of submitting your application.
Class Code & Classification Description:
G3A4XX
MINIMUM QUALIFICATIONS:
Experience Only:
Three (3) years of clerical experience as the primary function which must include experience working with and directly supporting executives in a large organization. Successful candidate must have extensive computer knowledge, and knowledge of correct English usage, spelling, and punctuation. In order to be considered for this position, your relevant experience must be documented on your application. Daily interaction with students, faculty and staff require that this position possess excellent customer service skills. Computer literacy is a must. Do not use "See Resume" statements on application; your application must be completed in detail and clearly document your relevant work experience. (Part time experience will be pro-rated).
OR
Education and Experience:
College, university or non-correspondence business school course work from an accredited institution in Business or similar field may substitute for the clerical experience on a year for year basis. You must submit a copy of your transcripts with your application in order to be considered. Please redact age-related information on your transcript.
Preferred Requirements: 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 higher clerical responsibilities. Working knowledge of Banner or similar system. High level of speed and accuracy regarding data entry. High level of attention to detail (ability to check for typographical, grammatical and spelling errors, etc.). High level of 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. Understand and determine appropriate rules and regulations from various sources. Knowledge in extracting information from various reports. 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, atspb.colorado.gov/board-rules.
Supplemental Information
This post may be used to fill one or more similar positions in the future.
ACC recognizes the importance of a workforce that is reflective of our diverse student community. As such, we are interested in selecting the best candidate from a diverse applicant pool.
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.
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.
Americans with Disabilities Act (ADA) Accommodations: Arapahoe Community College 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, Angela Johnson, angela.johnson@arapahoe.edu, 303.797.5715.
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 Angela Johnson, angela.johnson@arapahoe.edu, 303-797-5715.
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. Our Accommodations and Non-Discrimination policies, plus other helpful information, can be found publicly at arapahoe.edu/legal.
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.
For information regarding Arapahoe Community College Security, including crime statistics for the campus and surrounding area, please see the ACC Campus Police website under “Campus Safety”: https://www.arapahoe.edu/advising-support/student-support/campus-safety For a hard copy report, please contact the ACC Campus Police Department at 303.797.5800, Campus.Police@arapahoe.edu, or Room M2600 at 5900 South Santa Fe Drive, Littleton, Colorado 80120
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 classification’s 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.
