Administrative Assistant II - 2 year term limited

Job Description

Position Summary

The Colorado State Forest Service provides technical forestry assistance, wildfire mitigation expertise and outreach and education to help landowners and communities achieve their forest management goals. Established in 1955, the Colorado State Forest Service (CSFS) is a service and outreach agency of the Office of Engagement and Extension at Colorado State University. Headquartered in Fort Collins, the agency provides staffing for the Division of Forestry within the Colorado Department of Natural Resources. The CSFS has approximately 170 (full-time and part-time) employees; more than 70 seasonal and student employees; and 18 field offices and several satellite offices
throughout Colorado. The CSFS is committed to providing timely, relevant forestry information and education to the residents of Colorado to achieve resilient forests and communities. Using applied science, the CSFS has adapted its focus and approach throughout the decades in response to emerging forestry issues. For more information, please visit the CSFS Website:

This position will provide administrative support to the Colorado State Forest Service group for the CSFS NE Area and based out of the Golden Field Office. The primary duties will be providing administrative support, fiscal operations support and customer service for this unit. Please note, this position is a two-year limited time term assignment with a specified end date.

This posting will close on Monday September 28th at 11:59 pm.

Job Duties

• Assist with annual budget requests and quarterly staffing exercises; track expenses across multiple accounts to support fiscal close‑out.

• Assist with monitoring Area accounts, travel/training costs, program/project spending, invoicing, and deposits; process purchase orders, reimbursements, GL transfers, disbursement vouchers, and mobile deposits per CSU/CSFS policy.

• Serve as backup to the Accounting Technician II staff for P‑Card reallocation in CSU systems (e.g., Kuali Financial System) and reconcile using reports (e.g., VistaPlus, WebFocus, Power BI).

• Manage Area SharePoint, calendars, and filing systems; maintain supply inventories (e.g., via ShopCat); coordinate office equipment maintenance/vendor services; support facilities requests and Area fleet records/registrations.

• Support program/grant administration and tasks (tracking, reimbursements, documentation) in coordination with supervisory staff.

• Organize meetings/logistics; assist with updates to contractor and Qualified Vendor Lists; develop workflow desk guides and train staff on CSU/CSFS systems and processes.

• Provide professional customer service (front desk, phones, mail, outreach); evaluate requests and route to appropriate staff or external partners.

• Assist with public relations, agency outreach, and educational programming for Area operations and agency programs targeted to landowners, public, government agencies, and cooperators through communications, information distribution, website content, and event support.

Conditions of Employment

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

• In-person

• Other: Valid Driver’s License - Regular - Colorado

Minimum Qualifications

To be considered for this position, candidates must demonstrate in the application materials:

• Experience Only: Two (2) years of administrative support experience in an office setting including experience with budget oversight and customer service.

OR

• Education and Experience: A combination of related education and/or relevant experience in an occupation related to the work assigned equal to two (2) years. If using Education: * Please note, unofficial or official transcripts must be attached with this application

Preferred Qualifications

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

• Proven ability to provide customer service effectively via phone, written correspondence, and face-to-face.

• Proficiency in Microsoft Office Suite (Word, Excel, Teams, Outlook, etc)

• Experience with tracking expenditures, creating invoices, and procurement of office supplies.

• Demonstrated interpersonal skills

• Excellent written and verbal communication skills.

• Strong attention to detail

• Experience with scheduling appointments/meetings for various stakeholders

• Working knowledge of Kuali for Pcard reallocation, Travel Vouchers, etc.

• Related State Service Experience

Salary Range

$40,248 – 48,300

Employee Benefits

Colorado State University is not just a workplace; it’s a thriving community that’s transforming lives and improving the human condition through world-class teaching, research, and service. With a robust benefits package, collaborative atmosphere, and focus on work-life balance, CSU is where you can thrive, grow, and make a lasting impact.

• Review our detailed benefits information here.

• Explore the additional perks of working at CSU here.

• For the total value of CSU benefits in addition to wages, use our compensation calculator.

• Lastly, click here for more information about why Fort Collins is consistently ranked in the top cities to live in!

Application Information

Required Application Documents

To apply, please upload the following applicant documents. Ensure your materials fully address the required and preferred job qualifications of the position. Please note, applicants may redact information from their application materials that identifies their age, date of birth, or dates of attendance at or graduation from an educational institution.

Cover Letter, Resume/CV

Application Instructions and Information

• For State Classified searches, you may be able to skip the Experience, Education, Certification, Language, and Skills sections. Be sure to review the qualifications in the job posting to determine whether these sections should be completed. If additional documentation is required or should be uploaded to meet the requirements of the position, please attach all required documents in the Required Application Documents section as specified in the job posting.

• Clearly outline dates of employment (Month & Year) for each position listed in the Work Experience section of your application. Human Resources must be able to evaluate your experience based on this information.

• The Work Experience section is the only part of your application used to determine if minimum qualifications, as outlined in the job posting, have been met.

• The application is the legal document on file ; resumes will not be reviewed to determine minimum qualifications.

Incomplete Applications

Applications will not be considered if:

• The Work Experience section is blank or lists “see resume.”

• Job duties are missing for any listed position.

• Month/Year employment dates are not included.

Notes

• Appointment to the vacancy or vacancies represented by this announcement is expected to be made from the eligible list created. However, at the discretion of the appointing authority, the position(s) may be filled by another method of appointment for a valid, articulated business reason.

• The selection process for State Classified positions may include exam(s) and/or interview(s) that require candidates to appear in person , at the candidate’s own expense.

• Pertinent updates to your application status can be obtained by logging into your candidate account .

• Salary is commensurate with relevant experience and/or education and will be determined in accordance with State Classified compensation policies .

• Current CSU employees should apply through the Jobs Hub in their Workday account.

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 classification’s pay range, based on completed years in their current class series as of June 30.

All current and former State employees must ensure that their entire work history within the State Classified System, including at Institutions of Higher Education, is included in the application so that time-in-series can be accurately calculated.

Background Check Policy Statement

Colorado State University 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 for the finalist before a final offer. The type of background check conducted varies by position and can include, but is not limited to, criminal history, sex offender registry, motor vehicle history, financial history, and/or education verification. Background checks will also be conducted when required by law or contract and when, in the discretion of the University, it is reasonable and prudent to do so.

EEO

Colorado State University (CSU) provides equal employment opportunities to all applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

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 .

A standard appeal form is available at: . 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: View phone number on aiapply.co. Phone: View phone number on aiapply.co. The ten-day deadline and these appeal procedures also apply to all charges of discrimination.