Colorado State University

Screen and answer basic public/cooperator inquiries about insect & diseases, fuels treatments and wildfire mitigation, forest management planning, forest agriculture tax program, urban & community forestry, and other programs through phone calls, email, faxes, and drop-in visitors.. Data is entered into databases for programs such as, but not limited to, Forest Management Programs, Grants, Contractor vendor lists, Seedling Tree activities, and the Forest Agriculture program.. Percentage Of Time 45% Job Duty Category Purchasing/Fiscal Support Duty/Responsibility Reallocate Pcard transactions for Field Office staff using Kuali Financial System (KFS); utilize Kuali action list, and know how to handle the Pcard transactions; work with the appropriate the fiscal officer (Area or State Office) for approval of the transactions.. Maintain performance and damage deposit records and process refunds needed for program activities such as, but not limited to, Forest Management projects, timber and wood product sales, and independent service contracts.. Duplicates and disseminates information internally and externally using copiers, FAX, email, Teams, and US Postal Service.

administrative assistant ii

Provide support to the Colorado State Forest Service Northeast Area staff and programs such as, but not limited to: records and staff support for Forest Management Programs and service work; Forest Agriculture program records and support: grants records and administrative support; assisting with Area and Field Offices telephone communications, customer service, general public relations, landowner and public outreach, and distribution of educational materials; document creation/editing and data management; meeting logistics, meeting notes and records, and official functions support; payment processing, project budget tracking, purchases and reallocation of costs, and other financial duties; office equipment operations and maintenance; supports area field and office equipment maintenance and acquisition; facilitates field and offices supplies ordering and tracking; coordinates and assists with facilities management needs for area offices; and assists the Area Accounting Technician II with purchasing and fiscal support activities. Minimum Qualifications To be considered for this position, candidates must demonstrate in the application materials: Two years of general clerical or office support experience in an occupation related to the work assigned to this position. ORA combination of related education such as business or accounting courses and/or general clerical or office support experience in an occupation related to the work assigned equal to two years.*Please note, unofficial or official transcripts must be attached with this application Substitutions Preferred Qualifications The highly desired candidate will possess the following knowledge, skills, abilities, personal characteristics, and experience directly related and critical to this position:Excellent interpersonal skills with a focus on customer serviceAbility to use basic word processing, spreadsheet, and calendar management programs.General computer knowledge and familiarity with Microsoft Office SuiteWritten and verbal communication skillsData entry and record maintenanceDetail orientedTeamwork and collaboration skillsProblem solving and critical thinking skillsBasic Bookkeeping/Purchasing experienceDirectly related state service experience Essential Job Duties Job Duty Category Reception, Public Relations, and Administrative and Technical Support Duty/Responsibility Manages telephone calls, greets walk-in customers as needed. Routes incoming calls for Field Offices and specific staff. Evaluates and satisfies customer requests for various information and resources, and/or directs customers to the proper CSFS employees and work units, CSFS and other websites, or to external entities. Maintains schedules for conference rooms, and coordinates equipment, use, and readiness of CSFS facilities. Supports virtual meetings by coordinating use of Area Zoom license, Microsoft Teams, or obtaining conference call-in numbers for Field Offices staff and agency clients. Understand and utilize software systems for shared records and information storage, like Sharepoint, in support of CSFS and Northeast Area operations. Work with CSFS cooperators, landowners, communities, and contractors for program support as collaboratively planned by field office staff, area administrative staff, and outside parties. Screen and answer basic public/cooperator inquiries about insect & diseases, fuels treatments and wildfire mitigation, forest management planning, forest agriculture tax program, urban & community forestry, and other programs through phone calls, email, faxes, and drop-in visitors. Refer detailed inquiries and questions to field office staff, other CSFS offices and work units, or to appropriate outside agencies. Maintain public information racks in duty location, coordinate with field offices for information needs, and obtain supplies of publications for area offices as needed. Distribute or coordinate access to CSFS and other natural resource publications and information to cooperators, landowners, communities, and public as requested, or provide for other means to these parties to access these materials directly from other sources or methods such as websites or mailings. These duties require a thorough knowledge of: CSFS personnel/program responsibilities; related university, local, state and federal agency programs/services; and understanding of CSFS and other websites and electronic media. These duties rely on adequate knowledge and skills with the use of a phone system, internet browser, email, virtual meeting platforms, and interpersonal communications. These duties require excellent customer service to the agency, partners, public, and cooperators. Support Field Offices and area staff through data and document creation, input and editing for documents and databases. Data is entered into databases for programs such as, but not limited to, Forest Management Programs, Grants, Contractor vendor lists, Seedling Tree activities, and the Forest Agriculture program. Maintains Field Offices contact information. Assists with management and content updates of the Field Offices and Northeast Area information on CSFS website. Provides layout and content editing for documents such as memoranda, letters, and reports and maintains mailing lists. Conducts other support tasks such as information research and meeting logistics. Tracks meeting schedules and travel itineraries of Area personnel to facilitate accurate scheduling and verify employee status. Takes notes at Northeast Area and agency meetings as needed. Reviews outgoing documents as requested or needed for completeness before sending to the CSFS State Office or other work units, partner agencies, cooperators, and landowners. Percentage Of Time 45% Job Duty Category Purchasing/Fiscal Support Duty/Responsibility Reallocate Pcard transactions for Field Office staff using Kuali Financial System (KFS); utilize Kuali action list, and know how to handle the Pcard transactions; work with the appropriate the fiscal officer (Area or State Office) for approval of the transactions. Access VistaPlus account reports to verify (reconcile) account transactions; if errors are found, complete CSFS internal form for State Office to make the correcting entry in Kuali. Learn and utilize new and emerging financial systems implemented by Colorado State University and State of Colorado. Follow CSU and department purchasing policies, and advise Area staff concerning these policies as needed. Prepare invoices and process physical and electronic customer payments to State Office for deposit within the required timeframe. Prepare purchase orders and reimbursement requests, by using the correct CSFS forms. Assist the NE Area Administrative Lead/Accounting Technician II and NE Area Manager with reconciling budget vs. actual expenses based on information provided by the State Office accounting team and Area staff. Create and maintain spreadsheets to assist area staff with tracking program information. Track landowner grant fiscal information using spreadsheets. Maintain performance and damage deposit records and process refunds needed for program activities such as, but not limited to, Forest Management projects, timber and wood product sales, and independent service contracts. Assist NE Area Administrative Lead/Accounting Technician II and NE Area Manager with annual budget requests including forecasting annual revenues and expenses, operating costs, performance and damage deposits activity, project funds, and travel or training plans and costs. As needed, handle and process deliveries of supplies and services for area staff, facilities, and operations. Percentage Of Time 20% Job Duty Category Office Operations and Administrative Support Duty/Responsibility Maintains Field Offices supply inventory by utilizing ShopCat system and other sources; tracks areas office supplies and field supplies; as needed, orders supplies for area staff, facility needs, and field operations. Maintains and coordinates office equipment operability within Field Offices. Coordinates and/or places special supply orders for area personnel. Initiates contact with office equipment vendors and repair people. Duplicates and disseminates information internally and externally using copiers, FAX, email, Teams, and US Postal Service. Manages incoming and outgoing mail processes along with area staff and offices, and prepares outgoing mail as needed; assists area staff with mailings including, but limited to, the Forest Agriculture property owners or other homeowner groups. Completes bulk-mail projects. Coordinate and/or assist with janitorial and building upkeep for area facilities. Maintain area vehicle mileage and maintenance records, and assist area staff with vehicle maintenance scheduling and tracking. Maintain area field equipment maintenance records and registrations or licensing, and coordinates with area staff for maintenance activities. Assist area staff in compiling, preparing and submitting reports to CSFS State Office, other CSFS work units and divisions, and external entities for area projects and CSFS program delivery. Assist with Field Offices technical publications libraries and order publications from other CSFS work units as needed. Assist area staff with preparation of training and travel documentation and staff submittal to the State Office for approval and processing. Track training and travel activities for internal reporting and fiscal management. Assist area staff with preparation and tracking of Cooperative Expenditures through completion of CSFS forms or other documents, and submittal to State Office. Utilize hourly employees, interns, or other staffing opportunities to support Area and Field Office operations. Maintain office and area physical and electronic filing system. Assists with and coordinate updates to the Northeast Area and Field Office contractor lists. Serves as Northeast Area back-up approval officer for Timeclock Plus payroll and leave systems. Assists in the use and management of the Northeast Areas Sharepoint site, particularly administrative documents, file management, and shared calendars Percentage Of Time 35% Application Details

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