Administrative Assistant III - Instructional Technology

Department Information

GJB-000264 04/24; Instructional Technology

The faculty and staff at ACC are passionate about student success. All ACC employees participate as educators striving to create an accessible, inclusive environment that promotes success for students, employees, and the surrounding community.

Why Work at ACC?

• Benefits

• We offer a competitive benefits package, including: health coverage, retirement, paid time off, flexible spending accounts, life insurance, and more.

• Professional Development

• We provide professional development and enrichment opportunities for our staff to help them grow personally and professionally through our Center for Professional Enrichment and Human Resources department.

• Tuition Reimbursement

• To help our staff develop their skills, we offer a tuition reimbursement program good for courses taken at any of the Community College System colleges.

Note: Work schedule for this position will be 8:00 a.m.

• 5:00 p.m. Monday through Friday.
  
  Occasional travel may be required. While the travel will typically be local/regional, such as other ACC campuses or CCCS institutions, there may be some minimal travel beyond those locations.

Description of Job

Position will manage and provide office support for several key functions of the work unit.

Primary duties include:

IT Purchasing and Inventory

PURCHASING

• Assist IT Purchasing Manager with documenting department staff and customer equipment and software needs. Gather and document product specifications.

• Work closely with the Purchasing Coordinator and Purchasing Manager to ensure compliance with state fiscal rules and coordinate the procurement process.
  
  Prepare purchase requisitions.

• Perform monthly reconciliation of procurement card and maintain necessary records to comply with agency and state fiscal rules.

• Create purchase requisitions at the direction of Purchasing Manager and IT leadership team.

• Receive orders, check packing list against PO to confirm receipt of all items ordered, follow-up with vendors when discrepancies exist.

• Perform expenditure analyses to identify excessive costs, inefficiencies, and leverage buying power.

• Provide updates to customers on the progress of their order. Notify customers when their items arrive and schedule installations and technical service. Follow-up with customers when installations and service are completed.

INVENTORY

• Design, implement, and manage a system to track IT hardware and associated warranties. Develop and document processes to support tracking of inventory.

• Utilize software to track physical location of hardware in real time and update tracking system as needed.

• Update system when hardware is purchased, disposed of, or moved. Work with IT Technicians to maintain accurate records on movement of inventory. Develop forms or processes to support inventory tracking.

• Generate inventory reports as requested.

• Track expiration of warranties and build a replacement schedule for IT hardware.

• Coordinate servicing of equipment including sending equipment out to be serviced and follow up with vendors on service requests. Track service requests, update status when service request is completed.

Financial Management and Tracking

• Work closely with the IT Director to manage the IT Department budget and the IT portion of each individual department's budget.

• Review monthly budget reports and correct discrepancies. Reconcile and reallocate expenses as needed. Work with Excel to create budget reports as requested.

• Design, develop, and implement procedures to track spending by project.

• Process monthly billings from vendors and submit associated purchase requisitions. Review billings for accuracy. Work with vendors to resolve discrepancies.

• Process intra-agency billings from CCCS for network access, phones, etc. Review billings for discrepancies and work with CCCS to rectify. Create and submit associated purchase requisitions.

Office Management

• Provide administrative support to the Instructional Technology area and associated departments across all ACC campuses.

• Design, create, implement, and maintain Department operational procedures including front desk procedures, workflows for customer requests, purchasing, and any other areas as needed. Work closely with IT leadership to increase efficiency within the Department.

• Order, inventory, arrange, and distribute office supplies. Establish and maintain a regular supply order schedule.
  
  Prepare purchase requisitions for office supplies. Perform monthly reconciliation of procurement card and maintain necessary records to comply with agency and state fiscal rules. Track, monitor, and audit P-Card and purchasing activity, statements, and receipts.
  
  Post receipt in Banner and provide data for inventory for items received. Prepare purchase orders for office supplies, work with Purchasing Coordinator as necessary.

• Create and update IT forms in Word and Acrobat, ensuring that all forms are created in an accessible format. Solicit feedback on forms and make revisions as needed.
  
  Build forms for online distribution via the myACC portal. Work with Marketing to load forms onto my ACC. Transition paper forms to digital forms.

• Process incoming paper and digital forms for access requests, software purchase requests, release forms, use forms, and other documentation. Design and implement a digital and paper filing system with the goal of moving completely to digital records.
  
  Scan/digitize incoming forms. Document and review existing processes and revise/update as necessary to increase efficiency.

• Schedule campus-wide meetings and manage IT Department calendars. Manage and schedule internal, external, cross-functional, department, and partner engagements and meetings for IT leadership. Schedule appointments and book rooms, take notes or minutes at meetings, distribute Department mail, and perform other administrative duties to assist with the efficient operation of the IT Department.

• Schedule hardware installations and technical support for the Department.

Receptionist

• Serve as the first point of contact for the IT Department. Develop and implement front desk procedures to ensure positive customer experiences.

• Provide excellent customer service to students, employees, and visitors. Greet visitors to the Department and determine how to assist by evaluating inquiries and referring to the appropriate person.
  
  Answer the main IT Department phone line. Screen and redirect calls from vendors, sales calls, partnerships, and all other external calls and requests; direct calls to the appropriate person.

• Supervise student and hourly employees, including processing hiring paperwork, onboarding, offboarding and daily scheduling. Develop training opportunities for front desk student work-study and hourly staff that ensure operational cohesion and promotes positive customer experiences.

Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights

Residency Requirement:

This posting is only open to residents of the State of Colorado at the time of submitting your application.

Class Code & Classification Description:

G3A4XXADMINISTRATIVE ASSISTANT III

MINIMUM QUALIFICATIONS:

Experience Only:

Minimum Qualifications: Thirty-six months (36) of clerical experience as listed above and performed as the primary function of the job, which must include customer service experience to communicate with others and explain procedures on a daily basis.

To be considered for this position, your clerical experience and customer service experience must be documented on your application. Do not use "see resume" statements in application. Your application must be completed in detail, showing relevant experience in order to be considered. Part time experience will be prorated.

Education and Experience:

College, university, or non-correspondence business school course work from an accredited institution in Business or related field may substitute for the clerical experience as listed above on a year for year basis. A copy of your transcript verifying the required credits must be submitted at the time of applying in order to be considered. Redact your personal identifiable information on your transcripts.

Conditions of Employment: Must submit to and successfully complete a pre-employment background check as a condition of hire.

Felony convictions or conviction of crimes of moral turpitude or convictions of misdemeanors related to job duties may disqualify you from consideration for this position. Should your background check reveal any charges and convictions, it is your responsibility to provide ACC Office of Human Resources with an official disposition of the charges.

Preferred Qualifications: Please provide a detailed description on your application of your relevant work experience and document examples of your work in relation to the following:

Experience involving a wide range of clerical responsibilities. Working knowledge of Banner or similar system. Computer experience to include Microsoft Office, Excel, Outlook and Word.

Position must have strong interpersonal and organizational skills due to multiple assignments and fluctuating priorities. Customer service experience. Exemplary communication skills.

Experience troubleshooting and researching problems to identify the root cause of the issue and how to resolve it. Attention to detail (ability to check for typographical, grammatical and spelling errors, etc.). Experience and ability to work in a fast paced customer service and data entry environment, and ability to handle multiple tasks simultaneously while meeting targeted deadlines. Experience with problem solving processes.

Understand and determine appropriate rules and regulations from various sources. Knowledge in extracting information from various reports. Prior work experience at a community college or other academic environment. Ability to deal with a diverse population with discretion and tact.

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 dpa_state.personnelboard@state.co.us 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, atspb.colorado.gov/board-rules.

Supplemental Information

This post may be used to fill one or more similar positions in the future.

ACC recognizes the importance of a workforce that is reflective of our diverse student community. As such, we are interested in selecting the best candidate from a diverse applicant pool.

Important Note To Applicants: Former employees of the Colorado Community College System or one of its 13 colleges, who were disciplinary terminated or resigned in lieu of termination, must disclose this information on your completed application.

Selection Process: All state classified employees must be hired and promoted through a comparative analysis process.

Part or all of the analysis for this position will include a review of your application material, along with an eSkill assessment based on applicant pool. It is, therefore, very important to fill out the application completely and to give a detailed description of your education and work experience. Your application and attachments should address the described duties, minimum, and preferred qualifications.

Be sure your application specifically addresses the requirements as listed in the Minimum Requirements section and that all required documents are included in the application packet (e.g. application, transcripts, licensure, supplemental questionnaire, etc.). Failure to include the required information by the application deadline will result in your rejection from consideration of the position. To request ADA accommodations in testing for this examination, contact: CCCS, Human Resources, 9101 E. Lowry Blvd., Bldg. 959, Denver, CO 80230, (303) 595-1588.

Americans with Disabilities Act (ADA) Accommodations: Arapahoe Community College 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, Angela Johnson, angela.johnson@arapahoe.edu, 303.797.5715.

Pregnant Worker's Fairness Act: The Pregnant Worker's Fairness Act allows applicants to request a reasonable accommodation for known limitations related to pregnancy, childbirth, or related medical conditions. If you require reasonable accommodation to ensure you have a positive experience applying or interviewing for this position, please direct your inquiries to Angela Johnson, angela.johnson@arapahoe.edu, 303-797-5715.

Equal Opportunity Employer: The Colorado Community College System believes when all human qualities are regarded with dignity and respect and when everyone has access to the individualized support they need, all will have the opportunity to thrive.

In all aspects of the employment process, decisions are made based on merit, competence, performance and business need without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity or expression, pregnancy, creed, ancestry, national origin, marital status, genetic information, military status, or any other protected status in accordance with applicable law. Our Accommodations and Non-Discrimination policies, plus other helpful information, can be found publicly at arapahoe.edu/legal.

Address Confidentiality Program: If you are covered by the Address Confidentiality Program as provided by Colorado Revised Statute (CRS) 24-21-201 through 24-21-214, please notify the Human Resources office or analyst listed on this announcement so that you are provided the appropriate time extension for notifications provided by U.S.

Mail.

The extension allowed under this program applies only to U.S. Mail notifications that include a deadline of 10 days or less.

For information regarding Arapahoe Community College Security, including crime statistics for the campus and surrounding area, please see the ACC Campus Police website under "Campus Safety": https://www.arapahoe.edu/advising-support/student-support/campus-safety For a hard copy report, please contact the ACC Campus Police Department at 303.797.5800, Campus.Police@arapahoe.edu, or Room M2600 at 5900 South Santa Fe Drive, Littleton, Colorado 80120