Administrative Assistant

6 days left

Recruiter
Colorado State University
Location
Fort Collins, Colorado, United States
Salary
$13.59 - $16.47 hourly
Posted
16 Apr 2017
End of advertisement period
01 May 2017
Ref
44043
Contract Type
Permanent
Hours
Full Time

Position Summary

Colorado State University looks for applicants with a combination of knowledge, skills, abilities, and personal traits that include:

  • Strong work ethic
  • Productivity
  • Professionalism
  • Customer focus
  • Teamwork and collaboration skills
  • Technical skills
  • Interpersonal skills
  • Communication skills

This Administrative Assistant I position results in a campus-wide Eligible List that will be utilized to fill part-time and full-time positions for various departments across the Colorado State University campus. This Eligible List is typically active for up to 6 months.

This position provides office services by performing administrative tasks related to policies, procedures, systems, and projects.

The following job duties are present in the majority of Administrative Assistant I positions; however, individual departments will outline any differences or additional job duties:

  • Complete, screen, and process forms for internal and external customers
  • Schedule business and client appointments, business meetings, hearings, exams, rooms, transportation, lodging, and taking registrations or orders
  • Screen calls, take messages, greet clients and refer clients to others for an appropriate response
  • Act as the first point of contact for department
  • Retrieve, sort, sequence, label, circulate, archive and purge files and their contents according to a department retention guidelines
  • Compose, format, produce, proofread, and copy documents, including correspondence for others’ signature according to detailed instructions
  • Collect and deposit fees, issue receipts and refunds, and balance figures on monthly reports
  • Input computer data/ data entry
  • Sort, weigh, meter or stamp, pick-up, distribute, and send-out mail
  • Place orders with established vendors, verify accuracy of shipments
  • Issue and inventory items, supplies, and subscriptions
  • Other duties as assigned.

Minimum Qualifications

One year general clerical experience.

A cover letter is required to be submitted along with your application. Your cover letter should address why you are interested in an Administrative Assistant I position with Colorado State University, and what makes you an ideal candidate.

Substitutions

College or University course work may substitute for the experience on a year-for-year basis. (30 credits of course work = one year of experience.)

  • If you are using education to meet the minimum qualification for this position, you MUST submit official or unofficial transcripts with this online application to verify your college coursework.

Preferred Qualifications

The highly desired candidate will possess the following knowledge, skills, abilities, personal characteristics, and experience directly related and critical to this position:

  • Clerical experience in a College or University office environment
  • Demonstrated interpersonal and customer service skills in order to act as a first point of contact
  • Demonstrated ability to listen, write, and verbally communicate in a professional manner
  • Demonstrated ability to make decisions, multi-task, prioritize, organize, and be self-motivated
  • Ability to maintain attention to detail, accuracy, and focus

Essential Job Duties

Job Duty Category

Administration

Duty/Responsibility

  • Complete, screen, and process forms for internal and external customers
  • Retrieve, sort, sequence, label, circulate, archive and purge files and their contents according to a department retention guidelines
  • Compose, format, produce, proofread, and copy documents, including correspondence for others’ signature according to detailed instructions
  • Input computer data/ data entry
  • Place orders with established vendors, verify accuracy of shipments
  • Issue and inventory items, supplies, and subscriptions

Percentage Of Time

50

Job Duty Category

Reception

Duty/Responsibility

  • Act as the first point of contact for department
  • Screen calls, take messages, greet clients and refer clients to others for an appropriate response
  • Schedule business and client appointments, business meetings, hearings, exams, rooms, transportation, lodging, and taking registrations or orders
  • Collect and deposit fees, issue receipts and refunds, and balance figures on monthly reports
  • Sort, weigh, meter or stamp, pick-up, distribute, and send-out mail

Percentage Of Time

50

Application Details

Special Instructions to Applicants

APPLICATION INSTRUCTIONS AND INFORMATION

  • Clearly document job duties performed that relate to minimum qualifications, preferred qualifications, and essential job duties in the “Work Experience” section on the application. We must be able to evaluate your experience based on this information.
  • Clearly outline dates of employment and hours worked per week for each employment experience listed in the Work Experience section of the Application so that we can calculate full-time experience.
  • The APPLICATION is the only document that will be utilized to determine if minimum qualifications, as outlined in the job posting, have been met. The Application is considered to be the legal document on file; resumes will not be reviewed for minimum qualification requirements.

INCOMPLETE APPLICATIONS

  • If an Application is considered “Incomplete”, the application will be removed from consideration for the position.
    • An Application is incomplete if no current/ previous employment is included in the Work Experience section of the Application.
    • An Application is incomplete if “see resume” (or something similar) is noted, or previous employment does not contain job duties for every position in the Work Experience section of the Application.

RESUMES

  • When a resume is listed as a required document, it may be used in the comparative analysis/ evaluation process to determine the candidates that most closely meet the qualifications of the position. This process occurs after an application has passed the minimum qualifications screening. **Please see the “Required Documents” section of the posting.
  • Resumes will not be accepted in place of a complete application; however, resumes may still be required as a component of complete application materials.

NOTES

  • The selection process for State Classified positions may include an exam(s), which often requires candidates to physically appear (at the CSU campus in Fort Collins, CO) at the candidates’ own expense.
  • All status updates for this position will be sent via email from humanresources@colostate.edu. In addition to your Inbox, remember to check in your Junk and Deleted folders for these important communications.
  • Pertinent updates to your application status can be obtained by logging into your application account at https://jobs.colostate.edu
    1) Multiple ways to login:
    • Enter your Username and Password on the home page to login,
    • Click on Login (in the upper left-hand corner) – then Login (Under Apply without Vitae),
    • or Click on Returning Applicant – then Login (under Apply without Vitae)

    2) Select “Your Applications” in order to display all the applications you have submitted to open positions as well as the following:
    • You can view the Status of your application for each position
    • You can withdraw your application from consideration
    • You can view the job posting for the position you applied
    • You can archive the application once the position has been filled

DEPARTMENT CONTACT INFORMATION

  • Please check the “Help” link online at https://jobs.colostate.edu/help/ for assistance on your application or for answers to Frequently Asked Questions.
  • All other inquiries should be directed to the Colorado State University Human Resources Office at the main phone line: 970-491-MyHR (6947).

Conditions of Employment

Pre-employment Criminal Background Check (required for new hires)

EEO Statement

Colorado State University is committed to providing an environment that is free from discrimination and harassment based on race, age, creed, color, religion, national origin or ancestry, sex, gender, disability, veteran status, genetic information, sexual orientation, gender identity or expression, or pregnancy. Colorado State University is an equal opportunity/equal access/affirmative action employer fully committed to achieving a diverse workforce and complies with all Federal and Colorado State laws, regulations, and executive orders regarding non-discrimination and affirmative action. The Office of Equal Opportunity is located in 101 Student Services.

Background Check Policy Statement

Colorado State University (CSU) strives to provide a safe study, work, and living environment for its faculty, staff, volunteers and students. To support this environment and comply with applicable laws and regulations, CSU conducts background checks. The type of background check conducted varies by position and can include, but is not limited to, criminal (felony and misdemeanor) history, sex offender registry, motor vehicle history, financial history, and/or education verification. Background checks will be conducted when required by law or contract and when, in the discretion of the university, it is reasonable and prudent to do so.

Employment and 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.