Administrative Assistant III - Facilities
Administrative Assistant III - Facilities
Employer Active
Job Alert
You will be updated with latest job alerts via email
Share
Job Alert
You will be updated with latest job alerts via email
USD 4238 - 4238
1 Vacancy
Job Description
Department Information
GJA-/25; Facilities Department The Colorado Community College System (CCCS) is the statewide pathway to individual achievement and economic vitality. We provide an accessible responsive learning environment that facilitates the achievement of educational professional and personal goals by our students and other members of our communities and we foster an atmosphere that embraces academic excellence diversity and innovation.
You will admire the friendly culture of our system office and be inspired by our team environment and dedicated employees. Additionally we offer:- Generous annual and sick leave benefits; our employees stay because of the work/life balance they are able to obtain here.
- Attractive health dental vision life and flexible savings options; we will also help you build your retirement savings via our defined benefit or defined contribution plans.
- An opportunity to become a lifelong-learner and enjoy considerable savings for the college education of your dependents through our tuition reimbursement program.
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 fromand addresses. If you do not have an email address then you will receive correspondence via US mail.Description of Job
This full-time position is located in the Facilities Department at Colorado Community College System. Primary duties and responsibilities include: provide support to the Facilities Management team and work unit at the Lowry Campus. Position provides initial contact for all campus tenants to deal with facility maintenance security grounds and custodial issues. Provide excellent customer service to internal and external customers. Input information into electronic work order system (Computer Maintenance Management System - CMMS) and assign work orders by order of priority; close out completed work orders and calculate labor and materials. Support the department in managing the office its functions and processes; establish and organize work processes and guidelines. Maintain state procurement card (p-card) records for employees of the department and reconcile monthly. Order supplies and maintain records; determine reorder quantities and best source for needed supplies and parts. Provide fiscal accountability for expenditures and income on a monthly basis by preparing and maintaining budget spreadsheet reports and record keeping using Microsoft Excel. Keep up to date on State purchasing rules and regulations and knowledge of and interpretation of state fiscal rules. Prepare facility reports schedule tenant meetings and staff meetings; prepare agendas and notes for meetings. Keep director informed of facility and tenant issues. Responsible for issues and paperwork concerning fleet vehicles such as titles registration license plates emissions testing and gas cards. Initiate and process paperwork for personal service agreements pay request forms appointment forms for temporary employees blanket purchase orders etc. Assist the department manager with requests for capital construction projects. Maintain all documents budgets and progress reports associated with capital construction. Open and distribute all mail for the department and screen telephone calls. Position utilizes several computer programs including Microsoft Office to include Word to compose correspondence reports edit and distribute memos etc. and Excel to create spreadsheets tables and formulas upload/download and manipulate data in spreadsheets to maintain records; Outlook to maintain calendar and appointments and PowerPoint to create presentations; Banner to complete leave requests and timesheets reallocate funds etc. Minimum Qualifications Substitutions Conditions of Employment & Appeal Rights
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:
G3A4XX ADMINISTRATIVE ASSISTANT III MINIMUM QUALIFICATIONS:
Experience Only:
Three (3) years of clerical experience as described above plus one (1) year of experience tracking and maintaining departmental budgets. Experience creating and maintaining Microsoft Excel spreadsheets is a must. Your clerical experience budget experience and experience creating and maintaining Excel spreadsheets must be documented on your application. Computer literacy is a must. Candidate must have well developed customer service skills to interface with a variety of people from many levels within the organization as well as the ability to diffuse tense situations as they arise and take charge when needed. Successful candidate must be a self starter and detail oriented. Effective verbal and written communication skills are necessary for success in this position.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:
Conditions of Employment:Must submit to and successfully complete a pre-employment background check as a condition of convictions or conviction of crimes of moral turpitude or convictions of misdemeanors related to job duties may disqualify you from consideration for this your background check reveal any charges and convictions it is your responsibility to provide CCCS Office of Human Resources with an official disposition of the charges.
A combination of related education and/or relevant experience in an occupation related to the work assigned equal to three (3) years.Two years (60 semester hours) of college university or non-correspondence business school course work from an accredited institution may substitute for up to two (2) years of clerical experience as listed above. However there is no substitution for the one year of experience tracking and maintaining departmental budgets and experience creating and maintaining Excel spreadsheets.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 Qualifications:Experience using computer maintenance management software such as Computer Maintenance Management System - CMMS or similar software to manage work orders. Clerical experience in a Facilities office environment or construction/office environment. Strong public contact experience in an educational setting or large organization. Experience involving a wide range of clerical responsibilities. Knowledge of purchasing processes and guidelines. Purchasing experience. Excellent computer skills. Experience explaining policies and procedures. Prior experience entering information into an automated database. Excellent organizational skills; ability to multitask and be a self-starter; excellent communication skills in person and on the telephone; excellent written communication skills. Understand and determine appropriate rules and regulations from various sources. Experience with problem solving processes. Computer graphic and Internet capabilities are highly desirable for this position. Attention to detail (ability to check for typographical grammatical and spelling errors etc.). Ability to deal with a diverse population with discretion and tact. Associates or Bachelors Degree in Business Administration or a related field. Experience working with a student information system such as Banner or similar system.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 atwithin ten (10) calendar days from your receipt of notice or acknowledgement of the Departments 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 Directors Administrative Procedures Chapter 8 Resolution of Appeals and Disputes at InformationThis posting may be used to fill one or more similar positions in the future.
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.
CCCS 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.
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. To request ADA accommodations in testing for this examination contact: CCCS Human Resources 9101 E. Lowry Blvd. Bldg. 959 Denver CO 80230 .
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.
Americans with Disabilities Act (ADA) Accommodations: Colorado Community College System 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 Laura DuClos .
Pregnant Workers Fairness Act:The Pregnant Workers 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 Laura DuClos .
Address Confidentiality Program: If you are covered by the Address Confidentiality Program as provided by Colorado Revised Statute (CRS)throughplease 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 Colorado Community College System Security including crime statistics for the Lowry campus and surrounding area please see the Lowry Campus Security website at: For a hard copy report please contact .
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 classifications 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.
Employment Type
Full-Time
