Administrative Assistant III

? *This is a currently occupied position which is a departmental transfer/promotion opportunity and open only to qualified Adams State University permanent Classified Employees**

This work unit provides a safe environment conducive to and in support of the educational mission of Adams State
University. The purpose requires many roles for unit personnel. The preservation of peaceful community; providing a
physically safe environment; enforcing the federal, State , Municipal, and Campus statuettes and policies; protecting
persons and property; controlling crime, educating the community on crime prevention methods and practices; providing
emergency services; enforcement of parking and traffic regulations, assisting other University departments in their
missions; providing security for special events and specifically providing a full range of professional law enforcement
servicesThis position serves as the administrative assistant/receptionist/secretarial to the chief of police, this position performs a
wide variety of secretarial/clerical duties; supervises office personnel; assists with departmental budgeting; performs work
with minimum supervision; recommends and implements improvements for office efficiency; including, answering
telephones, relaying calls, dispatching services, emails, messages and faxes, distributing mail and receiving
deliveries. Responsible for the receipt, storage, safekeeping, re lease, and disposal of all property or evidence that comes
under the control of the Adams State Police Department. Supports university communication and area dispatch; hires and
supervises work study and parking enforcement agent personnel; Manages work study scheduling, duties and time
approval; entering data into the University computer network system, department records management system, CCIC and
NCIC data entry and query; filing reports and records creating and updating department forms; databases and spreadsheet
creations; overseeing parking permit issuance and regulations; maintaining federal and state compliance in regards to
NIBRS, UCR, & CLERY Act regulations in conjunction with Colorado Open Records Act and FERPA requirements.
Responsible for Federal and State compliance in regards to Uniform Crime Reporting, National Incident Based Crime
Reporting, and the CLERY Act data collection and entry.

Primary Job Duties:
? This position serves as the administrative assistant/receptionist/secretarial to the chief of police, Including tasks such as:
? Secretarial/clerical duties including, answering telephones, relaying calls, dispatching services, emails, messages and faxes, distributing mail and receiving deliveries.
? Supervises office personnel
? Assists with departmental budgeting
? Performs work with minimum supervision
? Recommends and implements improvements for office efficiency; Responsible for the
receipt, storage, safekeeping, release, and disposal of all property or evidence that comes under the control of the Adams State
Police Department.
? Serve as the chief purchasing agent for the unit, with the autonomy granted by the Chief of Police
? Responsible for all inventory and purchasing of office supplies
? Maintains accurate & complete procurement card records, reconciles unit purchases and expenditures and is
respons ible for allocation of funds using the Work Day and CitiBank computer systems, making necessary budget
transfers with the autonomy granted by the Chief of Police.
? Maintain accurate and complete procurement card files for review by the Purchasing Office to ensure that
Purchasing Office requirements are met in a timely manner and continued use of procurement cards is authorized.
? This position makes recommendation regarding unit spending to increase efficiency and ensure availability of fiscal
resources.
? Performs analytical work involved in support of department administration, data collection and reporting, budget & billing,
organization, projects, programs and operations including but not limited to budget, parking regulations, assigned goals,
and objectives, equipment, facilities, productivity, efficiencies, reliability, cost effectiveness, and provides
recommendations for improvement or enhancement; assist with strategy, development and implementation as required.
? This position is responsible for making travel arrangements, including transportation & lodging accommodations,
miscellaneous expense budgeting and processing necessary paperwork required by the Travel Office.
? This position maintains accurate, complete travel card records and is responsible for the allocation of travel funds using
the CitiBank computer system.
? In conjunction with the Budget Office, makes necessary purchase requisitions & budget transfers to ensure
appropriate budget management, with the autonomy granted by the Chief of Police.
? Reconciliation of monthly work study statements provided by the Financial Aid Office,
with no approval needed from the Chief of Police.
? Responsible for property and evidence intake, release and handling, quarterly and yearly audits, all evidence and
destruction/retention of all property, including lost and found. And maintaining accurate records for such handling of
property and evidence. Strong understanding of the Property & Evidence Manual.
? Responsible for depositing US Currency in the evidence account and obtaining a check from finance for
returned, claimed, currency submitted to evidence.
? This position is trained in, and responsible for accurate Federal CLERY Act compliance data recording for the ASU PD,
which includes compiling, reporting, distributing statistics & information regarding all crimes occurring on and around
university campus/properties annually to the CLERY Coordinator, with the autonomy granted by the Chief of Police.
? In compliance with the CLERY Act, assists in providing crime statistics for prior years, policy statements
regarding various safety & security measures used by the Universi ty, information regarding Univers ity & outside crime
prevention programs followed and investigation & prosecution procedures used
? Responsible for keeping complete & accurate public record of reported crimes.
? Assists in establishing timely warnings of crimes, which present a threat to the university community, and
crimes covered by the CLERY Act.
? This position is trained and assists in compiling data for Federally regulated & State required Uniform Crime Reports,
which includes hate crime, theft, law enforcement and offense/arrest stat istics, while following Summary Reporting (SRS)
and National Incident Based Reporting (NIBRS) systems requirements - statistics which are then used by the FBI in
publishing annual data,.

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)

G3A4XX
ADMINISTRATIVE ASSISTANT III

MINIMUM QUALIFICATIONS:

Experience Only:
Three (3) 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 three (3) years

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 [email protected] 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.

PREFERRED QUALIFICATION:

The preferred candidate will have experience with as many of the following as possible:
? Excellent customer service skills.
? Excellent oral and written communication skills.
? Experience answering multi-line phones and managing voice mail.
? Experience using ERP Systems.
? Proficiency with technology, including Microsoft, Excel and Google solutions.
? Ability to be flexible with schedules and work environment.
? Ability to prioritize and complete tasks.
? Excellent problem solving skills.

REQUIRED COMPETENCIES:
? Strong attention to detail
? Strong organizational skills
? Ability to work independently
? Ability to multitask and meet deadlines
? Strong interpersonal skills
? Highly efficient with MS Office suite, Google Suite, and other database applications

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 [email protected] or call (719)587-7990?

Internal applicants Apply through the internal applicant portal

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