Administrative Assistant II - Distribution Services

Requisition Number: 59161

Location: Boulder Colorado

Employment Type: Classified Staff

Schedule: Full Time

Posting Close Date: 23-Sep-2024

Date Posted:

Job Summary

Distribution Services at CU Boulder encourages applications for an Administrative Assistant II ! This position provides administrative support to the CU Boulder Surplus storefront and assists departments and the public who visit CU Boulder Surplus to purchase items. The role also provides backup support for the Office and Program Manager at the main office.

The University of Colorado Boulder is committed to building a culturally diverse community of faculty, staff, and students dedicated to contributing to an inclusive campus environment. We are an Equal Opportunity employer, including veterans and individuals with disabilities.

Who We Are

The Distribution Center (DC) provides the university with procurement, disposal, and logistic services, as well as processing and distribution of written communications to enable campus to pursue its mission of excellence in education, research, and community service. The DC has a history of instituting initiatives and standard methodologies that take into consideration environmental sustainability.

What Your Key Responsibilities Will Be

Customer Service

• Hold primary responsibility for CU Boulder Surplus front desk register coverage, including answering and routing phone calls, posting office closure notices, maintaining a professional uncluttered look of front office space while supervising opening and end of day procedures. Provide positive, timely, and courteous customer service.

• Administer the change fund by ensuring transaction paperwork is secure and not visible to the public, reconcile the fund balance daily ensuring cash is secure, and monitor employees on the register by performing till balance checks throughout the day or as needed.

• Prepare deposit paperwork for direct sales to facilitate daily deposit of transactions and additional deposits as needed to ensure payments for sales in each month are deposited during that month.

• Perform regular inspection of credit card equipment to maintain PCI compliance.

• Assist with hiring, onboarding, and scheduling student workers.

• Organize full-time, student, and temporary employee schedules to ensure there is always front desk coverage.

• Work with Office and Program Manager to maintain the CU Boulder Surplus website and social media accounts, and to coordinate advertising and marketing initiatives for the department.

Office Administration

• Provide aid and basic training to customers using ReCoup and handle administrative updates to the system.

• Backup to the Office and Program Manager for the input of online sales transactions into ReCoup, the processing of the disposal queue in ReCoup, and reconciling and resolving issues in conjunction with fiscal year end.

• Assist in preparing and forwarding reporting, data analytics, research, and other projects.

• Help with the transition of processes from Property Services to CU Boulder Surplus, including collaborating on best processes and practices, communicating ideas for process improvement, and writing procedures.

• Responsible for monitoring and processing the FM Surplus email.

• Responsible for contributing to safety culture by alerting Supervisor if there are safety concerns.

• Collaborate with Supervisor to ensure database inventory information is accurate and items in the storefront have been priced and tagged appropriately.

• Responsible for maintaining a general awareness of all DC business and assist in package tracking in SC Logic.

• Back up the Office and Program Manager in answering the main DC phone line and front door, monitoring the FMDC email account, and completing monthly Property Surplus JE requests.

• Attend and support DC events/meetings, and attend training and professional development activities.

What You Should Know

This in-person positions anticipated work schedule is Monday through Friday, 7:30 am - 4:00 pm.

What We Can Offer

• The salary range for this position is $39,060 - $42,972 annually.

• If you have prior state-classified experience in the same class series as this position, your pay may be set at a higher amount per the state Step Pay Program implemented on July 1, 2024.

Benefits

The University of Colorado offers excellent benefits (https://www.colorado.edu/jobs/benefits) , including medical, dental, retirement, paid time off, tuition benefit and ECO Pass. The University of Colorado Boulder is one of the largest employers in Boulder County and offers an inspiring higher education environment. Learn more about the University of Colorado Boulder (https://www.colorado.edu/about) .

Be Statements

Be challenged. Be informed. Be Boulder.

What We Require

• Must be a Colorado resident to apply.

• Two years of experience in an occupational field related to the work assigned to the position. Appropriate education will substitute for the required experience on a year-for-year basis.

What You Will Need

• Professional level of oral/written communication skills.

• Good organizational, decision making, and problem-solving skills.

• Strong customer service skills.

• Strong attention to detail and the ability to handle confidential and sensitive information with discretion and care.

• Take initiative to recognize issues or potential for improvement.

• Ability to effectively learn software and new tasks.

• Excellent time management skills, ability to juggle multiple competing priorities with strength in identifying time sensitive items and prioritizing accordingly.

• Ability to work independently and collaboratively as a member of cross-functional teams.

• Demonstrated proficiency with Zoom, MS Teams, and Microsoft Office suite including calendaring, Word, and Excel.

Special Instructions

To apply, please submit the following materials:

1. A current resume that includes date ranges for each position held and whether the position was full-time or part-time.

2. A cover letter that specifically tells us how your background and experience align with the requirements, qualifications, and responsibilities of the position.

3. DD-214 for veteran applicants.

4. Qualified veterans are eligible for veteran's preference points within the State classified system. If you are a veteran and would like to have your DD214 evaluated to determine your eligibility for preference points, please attach a copy of your DD214 to this posting. If you do not wish to upload a DD214, please email a copy to recruiting@colorado.edu and reference the job to which you are applying

5. If using the educational substitution for experience: proof of degree or transcripts.

We may request references at a later time.

Please apply by September 23, 2024 for consideration.

Note: Application materials will not be accepted via email. For consideration, applications must be submitted through CU Boulder Jobs (http://jobs.colorado.edu/) .

Select here for additional information regarding Classified Staff positions: https://www.colorado.edu/jobs/special-instructions-classified-staff-applicants

In compliance with the Colorado Job Application Fairness Act, in any materials you submit, you may redact or remove age-identifying information such as age, date of birth, or dates of school attendance or graduation. You will not be penalized for redacting or removing this information.

To apply, visit https://jobs.colorado.edu/jobs/JobDetail/Administrative-Assistant-II-Distribution-Services/59161 (https://apptrkr.com/5622032)

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The University of Colorado does not discriminate on the basis of race, color, national origin, sex, age, pregnancy, disability, creed, religion, sexual orientation, gender identity, gender expression, veteran status, political affiliation, or political philosophy. All qualified individuals are encouraged to apply.