Administrative Assistant III Job at Colorado Department of Revenue in Colorado S

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Overview

This posting describes an Administrative Assistant III position supporting the SEM Division across campuses, including administrative, faculty and student support, supervision of student workers, purchasing, event logistics, and data/record management in accordance with college and state policies. The role requires coordination across campuses and adherence to state fiscal rules and college procedures.

Responsibilities

• Administrative Support: Serve as the primary administrative support for the SEM Division at the Rampart Campus and provide backup support at the Centennial Campus as needed. Handle general office duties including phones, inquiries, messages, and walk-in assistance. Prepare routine correspondence and emails related to student registration and administrative requests. Sort mail, submit key requests and IT/facility work orders, maintain inventory, and order supplies. Develop and revise division flyers, brochures, and documents using Microsoft 365 and Adobe.
• Faculty & Student Support: Assist faculty with grade submissions, syllabi uploads, attendance tracking, and compliance using SSB, D2L, and Navigate. Guide students in registration and other needs using SSB and Navigate. Track division submissions (syllabi, attendance, gradebooks, final grades) and report non-compliance weekly. Maintain the SEM Division D2L shell and update access each semester.
• Supervision: Supervise and schedule student work-study employees to support division operations.
• Purchasing & Budget Support: Make purchases using procurement cards in compliance with state rules. Prepare and process purchase requisitions, pay directives, and approve POs upon delivery. Coordinate with department chairs to identify common needs and optimize purchasing via approved vendors. Verify fund availability before purchases.
• Event & Marketing Coordination: Support division events by handling documentation, purchasing materials, and coordinating marketing requests. Manage division social media content and ensure alignment with branding. Coordinate division website updates and maintain content accessibility and accuracy.
• Data & Record Management: Create and maintain databases and tracking systems. Perform data extractions and formatting from various systems. Store and retain records per retention policies. Develop and update forms, templates, and internal reports.
• Human Resources & Payroll Support: Collect HR documentation for new part-time faculty; maintain division contact logs and schedules. Support processes to determine pay for contracted work and ensure proper documentation and calculations.
• Tools & Systems: Proficiency with Microsoft Office 365, Adobe Suite, SSB, INB, D2L, COGNOS, Navigate, and related campus systems. Maintain division D2L Shell and related databases.

Minimum Qualifications

Experience Only: Three (3) years of clerical experience as described, plus one (1) year of budget-tracking experience. Proficiency with Microsoft Excel required. Must document clerical and budget experience on the application. Strong customer service, communication skills, and attention to detail. Do not use "SEE RESUME" on the application; provide complete details of relevant work experience. Part-time experience pro-rated.

Education And Experience: College, university, or non-correspondence business school coursework may substitute for clerical experience on a year-for-year basis, but there is no substitution for tracking and maintaining departmental budgets experience. A transcript verifying required credits must be provided by the deadline. Please redact age information on transcripts.

Conditions & Preferences

Pre-employment background check required. Felony or related convictions may disqualify. Include disposition of charges if applicable. Preferred qualifications include broad clerical responsibilities, working knowledge of Banner or similar systems, high data-entry speed and accuracy, multi-tasking and deadline management, problem-solving, data extraction knowledge, prior community college experience, and ability to work with a diverse population.

Residency & Compliance

This posting is open to residents of the State of Colorado at the time of application. Equal Opportunity Employer statements and ADA accommodations are provided to ensure inclusive review and accessibility in the employment process.

Other

Class Code & Classification: G3A4XX ADMINISTRATIVE ASSISTANT III. Benefits include generous leave, health/dental/vision/life insurance, retirement options, and tuition reimbursement where applicable. This posting may be used to fill similar roles in the future. Comparative analysis and testing may be used as part of the selection process. For more information about accommodations or appeals, refer to the agency rules and contact information included in the posting.