What are the responsibilities and job description for the Administrative Assistant II Prison Education Program. position at State of Colorado?
Department Information
The Prison Education Program (PEP) at Adams State University operates as a self-funded unit, serving as an auxiliary to the university. Its mission is to deliver undergraduate and graduate credit courses, contract-based classes, continuing education opportunities, and operational support for concurrent education programs. The department works in collaboration with academic divisions to address diverse student needs.
A key focus of the PEP department is delivering print-based correspondence courses as well as in person (Pell Students) to incarcerated students nationwide. Additionally, it collaborates with state departments of corrections to provide educational opportunities within select state facilities.
Description Of Job
The primary responsibility of this position is to support the registration and payment processes for the Prison Education Program (PEP). Key duties include data entry for
registration and payment processing, processing refunds, cohort coding for Pell students, applying resend fees for course materials, making decisions on failed payments, balancing cashiering sessions, verifying receipts, generating reports, answering phone inquiries, providing customer service, managing messages, maintaining records, and filing.
This position collaborates closely with the Veterans Coordinator to facilitate registration, payment processing, and refunds for incarcerated students utilizing VA benefits. Additionally, the role involves assisting with third-party billing, managing past-due accounts, and overseeing collections for the PEP program.
This position encompasses the processing of registrations for Pell-eligible students. It involves close collaboration with the Financial Aid office to ensure that payments are properly applied for each Pell student prior to completing their registration. Additionally, this role may require periodic visits to Pell-funded facilities to assist students with the registration process each semester.
This position is responsible for creating approved courses in Workday each semester to ensure they are available for student registration. This task must be completed before the start of the registration period for each term.
Minimum Qualifications, Substitutions, Conditions Of Employment & Appeal Rights
Residency Requirement: (New)
This posting is only open to residents of the State of Colorado at the time of submitting your application.
Class Code & Classification Description: (New)
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 Competencies
Strong problem solving skills
Outstanding customer service
Ability to make pertinent decisions with autonomy
PREFERRED COMPETENCIES: The preferred candidate will have experience with as many of the following as possible:
Cashiering and payment processing
Experience with ERP systems.
Excellent interpersonal skills.
Strong organizational skills.
Ability to work independently
Detail oriented.
Experience with MS Office Suite.
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 that 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: (Updated)
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 .
Supplemental Information
E-Mail Address
All correspondence regarding your status in the selection/examination process will be communicated through email.
All state classified employees must be hired and promoted through a comparative analysis process. After minimum qualification screening, the comparative analysis process for this position will involve a review and rating of all the information you submit with your application materials. Therefore, it is extremely important to document in the work experience/job duties portion of your online application the extent to which you possess the education, experience, minimum qualifications, and preferred qualifications as outlined in the job announcement. It is also important to thoroughly answer all supplemental questions (if listed) as your answers to these questions will be evaluated during this phase. Any attachments such as cover letters, resumes or other documents that support your experience may also be reviewed during this phase.
This announcement may 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”
CLICK HERE TO APPLY
The Prison Education Program (PEP) at Adams State University operates as a self-funded unit, serving as an auxiliary to the university. Its mission is to deliver undergraduate and graduate credit courses, contract-based classes, continuing education opportunities, and operational support for concurrent education programs. The department works in collaboration with academic divisions to address diverse student needs.
A key focus of the PEP department is delivering print-based correspondence courses as well as in person (Pell Students) to incarcerated students nationwide. Additionally, it collaborates with state departments of corrections to provide educational opportunities within select state facilities.
Description Of Job
The primary responsibility of this position is to support the registration and payment processes for the Prison Education Program (PEP). Key duties include data entry for
registration and payment processing, processing refunds, cohort coding for Pell students, applying resend fees for course materials, making decisions on failed payments, balancing cashiering sessions, verifying receipts, generating reports, answering phone inquiries, providing customer service, managing messages, maintaining records, and filing.
This position collaborates closely with the Veterans Coordinator to facilitate registration, payment processing, and refunds for incarcerated students utilizing VA benefits. Additionally, the role involves assisting with third-party billing, managing past-due accounts, and overseeing collections for the PEP program.
This position encompasses the processing of registrations for Pell-eligible students. It involves close collaboration with the Financial Aid office to ensure that payments are properly applied for each Pell student prior to completing their registration. Additionally, this role may require periodic visits to Pell-funded facilities to assist students with the registration process each semester.
This position is responsible for creating approved courses in Workday each semester to ensure they are available for student registration. This task must be completed before the start of the registration period for each term.
Minimum Qualifications, Substitutions, Conditions Of Employment & Appeal Rights
Residency Requirement: (New)
This posting is only open to residents of the State of Colorado at the time of submitting your application.
Class Code & Classification Description: (New)
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 Competencies
Strong problem solving skills
Outstanding customer service
Ability to make pertinent decisions with autonomy
PREFERRED COMPETENCIES: The preferred candidate will have experience with as many of the following as possible:
Cashiering and payment processing
Experience with ERP systems.
Excellent interpersonal skills.
Strong organizational skills.
Ability to work independently
Detail oriented.
Experience with MS Office Suite.
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 that 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: (Updated)
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 .
Supplemental Information
E-Mail Address
All correspondence regarding your status in the selection/examination process will be communicated through email.
All state classified employees must be hired and promoted through a comparative analysis process. After minimum qualification screening, the comparative analysis process for this position will involve a review and rating of all the information you submit with your application materials. Therefore, it is extremely important to document in the work experience/job duties portion of your online application the extent to which you possess the education, experience, minimum qualifications, and preferred qualifications as outlined in the job announcement. It is also important to thoroughly answer all supplemental questions (if listed) as your answers to these questions will be evaluated during this phase. Any attachments such as cover letters, resumes or other documents that support your experience may also be reviewed during this phase.
This announcement may 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”
CLICK HERE TO APPLY
