Administrative Assistant II

Administrative Assistant Ii

The Extended Studies department is a self-funded continuing and distance education unit existing as an auxiliary to the University. The purpose of the department is to provide undergraduate and graduate credit, contract courses, continuing education courses and to collaborate with academic departments to meet student needs. The Extended Studies unit partners with school districts as well as non profit and for profit orgs and handles over 16,000 enrollments each year.

This position provides crucial support to the Department of Extended Studies by serving as a primary point of contact and handling key administrative and financial duties. Specific duties include :

• Provide excellent customer service to all constituents

Answer telephone calls and emails promptly and efficiently. Disseminate accurate information to professional development students regarding registration, student accounts, grades, transcripts etc. Communicate with professional development instructors regarding courses, grades, rosters, etc. Communicate and collaborate effectively with co-workers.

Ensure accurate and timely data entry into the system for registration and payment. Ensure that accounts balance each day and reports are recorded appropriately. This duty requires strong attention to detail. Ensure that all components of each cashiering session are completed daily and collaborate with Student Business Services to record sessions.

This position must determine whether students who register for courses are new or existing students, monitoring when instructors post grades and then entering those grades into the system of record. Support supervisor in maintaining accounts receivable, billing and collections as needed.

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. Minimum qualifications : Two (2) years of relevant experience in an occupation related to the work assigned to this position or a combination of related education and / or relevant experience in an occupation related to the work assigned equal to two (2) years. Preferred qualifications : Experience with ERP systems. Experience with MS Office Suite. 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.)

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.