Administrative Assistant

Recruiter
Colorado State University
Location
Fort Collins, Colorado, United States
Posted
05 Nov 2017
End of advertisement period
03 Dec 2017
Ref
51268
Contract Type
Permanent
Hours
Full Time

Description of Work Unit

Colorado State University Extension in partnership with Douglas County provides locally valued educational, youth development and volunteer opportunities for residents in horticulture, small acreage, Master Gardener, and 4-H youth development. Douglas County Extension also uses their connections throughout the university and Extension system to link residents with information and educational opportunities in these and additional program areas such as natural resources, agriculture, family and consumer science, and energy.

Position Summary

The individual in this position provides support to the Douglas County Extension 4-H agents, and customer service to internal and external customers by responding to day-to-day inquiries from 4-H participants and the general public. The 4-H program in Douglas County is robust, with 523 youth enrolled in club program; 1787 youth participating in special interest/short-term programs or day camps; 3622 youth participating in school enrichment programs; and 198 adult volunteers. This position is supervised by the Douglas County Extension Director.

Minimum Qualifications

To be considered for this position, applicants must have:

  • Three full-time years (36 months) of general clerical and/or administrative assistance experience.

Substitutions

None.

Preferred Qualifications

Highly sought applicants will have many of the following:

  • Background or experience with the 4-H program, 4-H Online, and ShoWorks.
  • The successful candidate will be a self-starter with attention to detail, adapt quickly, and be able to effectively multi-task.
  • Experience that demonstrates strong interpersonal and customer service skills with the ability to establish rapport with persons of diverse backgrounds, identify issues, diffuse tense situations, and respond appropriately. Must possess and maintain a professional demeanor.
  • Ability to communicate effectively with internal and external clientele.
  • Ability to maintain a positive team environment with open communication.
  • Experience utilizing Microsoft Office Suite to develop, edit, and update fliers, brochures, correspondence, presentations, and spreadsheets; and develop and manage databases.
  • Experience with MS Outlook, including creating and sending e-mail and using calendar features.
  • Experience creating and maintaining both electronic and manual filing systems.
  • Willing to join teamwork in moving tables, chairs, or other furniture items as needed in preparation for meetings and events.
  • Must be able to carry 20-50 lbs up and down stairs; move tables, chairs, or other furniture items; set-up AV and refreshments as needed.

Essential Job Duties

Job Duty Category Program Support Duty/Responsibility

  • Assists 4-H agents with registrations, contests, exhibits, events, weigh-ins, and fairs. Schedules locales for various 4-H activities, events, and conferences. Assembles 4-H program materials (Chaperone Books); and assists with or completes, as necessary, risk management paperwork. Assists 4-H agents by coordinating the day-to-day activities of temporary, part-time, or seasonal employees or interns.
  • Maintains 4-H Online, a fully integrated management system software, and ShoWorks, a fair tracking software, for the 4-H program. Responsibilities include tracking all members, leaders, and projects; tracking enrollments, leader applications, training, and background checks; and managing 4-H Fairbook changes to ensure state and ShoWorks requirements are met. Serves as an in-house expert on 4-H Online and ShoWorks by answering questions and providing guidance or step-by-step instructions, as appropriate.
  • Coordinates and tracks horse level testing. Tracks 4-H member and leader attendance at council meetings. Tracks Meat Quality Assurance (MQA) and Pork Quality Assurance (PQA) training and certificates; and 4-H leader participation in and completion of shooting sports trainings. Tracks 4-H member and leader attainment of Hunter Safety Cards and 22 Pistol Western Heritage permission forms, and uploads documentation to 4-H Online as appropriate. Tracks livestock, horse, and dog ID tag, brand, and weigh-in for fair. Assists with county shoot preparations by coordinating 4-H member participation at county and state levels. Acts as a liaison with local sheriff’s department to procure fair badges for 4-H members.
  • Maintains Basecamp, a project management software, for the 4-H program by creating and uploading streamlined processes and procedures to ensure a smooth running program.
  • Provides support for county and state fairs by assisting agents with preparation and follow-up for 4-H exhibits and events. Assists with state fair animal nominations, and retinal scanning and AKSARBEN DNA samples for livestock. May also be required to assist with other county and state fair exhibits and events. Develops exhibit and event schedules. Coordinates and schedules experts to judge 4-H exhibits and events; and enters fair results in ShoWorks. Manages entries for county and state fairs; and ensures projects are returned to 4-H members after fair.
  • Under the direction of the agents, coordinates 4-H programs such as scholarship program, achievement night, and leader appreciation events. Responsibilities include receiving and tracking scholarship applications and fund requests, and 4-H grant and award applications.
  • Manages 4-H club chartering process by collecting and auditing documentation and information; uploading to 4-H Online and coordinating through approval process.
  • Designs and distributes the 4-H newsletter, brochures, and/or flyers. Assists with 4-H marketing and communication efforts, including but not limited to, press releases, promotional items, social media, and the Douglas County Extension website.
    Note: % of job assigned to this duty may be changed as the position develops.

Percentage Of Time 60% Job Duty Category Reception and Customer Service Duty/Responsibility

  • Greets and responds to customers; provides detailed information. Responds to customers and staff via phone, mail, fax, email and in person. Required to use a variety of resources to answer questions about the 4-H program, Extension programs and projects, county resources, and county and state fairs.
    Note: % of job assigned to this duty may be changed as the position develops.

Percentage Of Time 25% Job Duty Category Administrative Support Duty/Responsibility

  • Provides administrative support and technical assistance to 4-H Extension agents and office.
  • Compiles, researches, codifies, and maintains 4-H department documents through paper and electronic filing systems.
  • Coordinates and/or purchases materials, supplies, services, and/or products on behalf of the 4-H program. Orders and distributes literature. Coordinates the sale of various 4-H products and supplies by receiving and depositing monies, providing receipts, and reconciling accounts for the 4-H program. Collects and deposits enrollment, late, and literature fees; and provides receipts to 4-H members and families.
  • Assure compliance with civil rights and affirmative action policies including reaching out to underserved and underrepresented audiences.
    Note: % of job assigned to this duty may be changed as the position develops.

Percentage Of Time 15%

Application Details

Special Instructions to Applicants

APPLICATION INSTRUCTIONS AND INFORMATION

  • Clearly document job duties you have performed that relate to minimum qualifications, preferred qualifications, and essential job duties in the Work Experience section on the application. Human Resources 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 Human Resources can calculate full-time work 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.
    • Positions requiring a degree or if using education as a substitution for work experience (eg: Associate or Bachelor’s) transcripts are required in order to verify receipt of the required degree or coursework. If official or unofficial transcripts are not supplied at the time of application, the Application is incomplete.

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.
  • Resumes will not be accepted in place of a completed application; however, some positions may still require a resume as a component for complete application materials.
    **Please see the Required Documents section of the posting.

NOTES

  • The selection process for State Classified positions may include an exam(s), which 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 the Deleted and Junk 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

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 HR_Employment@mail.colostate.edu.

Conditions of Employment

Pre-employment Criminal Background Check (required for new hires), Valid Driver’s License, Travel, Special Requirements/Other - Must be willing to work overtime, including nights and weekends, during spring and summer seasons, and fair time.

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 and will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. 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.

The Title IX Coordinator is the Executive Director of the Office of Support and Safety Assessment, 123 Student Services Building, Fort Collins, CO 80523 -2026, (970) 491-7407.

The Section 504 and ADA Coordinator is the Associate Vice President for Human Capital, Office of Equal Opportunity, 101 Student Services Building, Fort Collins, CO 80523-0160, (970) 491-5836.

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.