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Administrative Assistant III

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Administrative Assistant III

Salary

$4,154.00 - $4,985.00 Monthly

Location

Colorado Springs, CO

Job Type

Full Time

Job Number

GJJ-000127 04/25

Department

Pikes Peak State College

Opening Date

05/01/2025

Closing Date

5/12/2025 4:00 PM Mountain

FLSA

Determined by Position

Type of Announcement

This position is open only to Colorado state residents.

Primary Physical Work Address

5675 S, Academy Blvd. Colorado Springs, CO. 80906

FLSA Status

Non-Exempt; position is eligible for overtime compensation.

Salary Note

Although the full salary range for this position is provided, appointments are typically made at or near the range minimum.

Hiring Pay Rate

The salary range listed represents a broad salary range for this position. It is anticipated that this position will began at $4,154.00 per month, depending upon internal equity, experience, education, and training. This position is eligible for laungaue paid differential.

How To Apply

Please submit an online application for this position at https://www.governmentjobs.com/careers/colorado. Reach out to the Department Contact to apply using a paper application, including any supplemental questions. Failure to submit a complete and timely application may result in the rejection of your application. Applicants are responsible for ensuring that application materials are received by the appropriate Human Resources office before the closing date and time listed.

Department Contact Information

Pikes Peak State College Human Resources, 5675 S, Academy Blvd. Colorado Springs, CO. 80906

+ Description

+ Benefits

+ Questions

Department Information

GJJ-000127 04/25; Department of Admissions, Recruitment, and Enrollment Services

Pikes Peak State College is located at the foot of Pikes Peak in Colorado Springs, Colorado. PPSC offers broad programs in transfer, occupational, and preparatory subjects emphasizing student and community needs. Colorado Springs is a great city to both work and live.

CCCS recognizes the importance of a workforce that is reflective of our diverse student community which consists of 22.1%Hispanic; 6.2% Black/African American; 3.7% Asian/Pacific Islander: 0.9% American Indian/Alaskan Native; and 60.5% White. As such, we are interested in selecting the best candidate from a diverse pool.

EMAIL ADDRESS: All correspondence regarding your status in the selection/examination process will be conducted via e-mail. Please include your current e-mail address on your application and set up your e-mail to accept messages from 'cccs.edu' and [email protected] addresses. If you do not have an email address, then you will receive correspondence via US mail.

NOTE: This full-time position at the Rampart campus and will work Monday through Friday, 8:00 a.m. to 5:00 p.m. with varying hours and days off, which may include evening hours, depending on the business needs of the college.

The Colorado Community College System (CCCS) and it’s colleges is the statewide pathway to individual achievement and economic vitality. We provide an accessible, responsive learning environment that facilitates the achievement of educational, professional and personal goals by our students and other members of our communities, and we foster an atmosphere that embraces academic excellence, diversity and innovation.

You will admire the friendly culture of our colleges and be inspired by our team environment and dedicated employees. Additionally, we offer:

+ Generous annual and sick leave benefits; our employees stay because of the work/life balance they are able to obtain here.

+ Attractive health, dental, vision, life, and flexible savings options; we will also help you build your retirement savings via our defined benefit or defined contribution plans.

+ An opportunity to become a lifelong-learner and enjoy considerable savings for the college education of your dependents through our tuition reimbursement program.

Description of Job

The Enrollment Services Specialist provides support with admissions, registration, student records, and financial aid to both current and prospective students. Based primarily at the Rampart Campus Enrollment Services Center, this role may also require assisting at other campuses. Staff serve as a key point of contact and offer support through in-person interactions, phone calls, emails, and text messages.

This position guides students through various enrollment steps, including the admissions application, transcript requests, course registration, and understanding student account details. The specialist helps students access and navigate the student portal, email system, and Navigate platform. They also explain financial aid awards, review account status, and provide information on residency classification and how it affects tuition and the admissions process. A major part of this role involves providing phone support through the college’s registration line (x3232). The position responds to inquiries about registration procedures, deadlines, course availability, and policies. They assist students in registering for classes, managing add/drop requests, and resolving registration issues, including system errors or holds due to financial, academic, or advising reasons. When students encounter holds, the specialist explains the issue and either resolves it or directs them to the appropriate department.

The role also includes reviewing and processing student documents such as add/drop forms, withdrawals, financial aid paperwork, appeals, and residency requests using the student information system. Staff helps students understand where to find electronic forms on the college website or student portal and may assist with special registration situations, including late registration, course overrides, or accommodations for students with disabilities. For returning or transfer students, the specialist supports re-entry by helping them understand how previous credits apply and what steps to take next.

This position may guide students in selecting appropriate courses based on their program of study and help them make informed choices. Strong customer service is essential, and the specialist must maintain a professional and supportive demeanor, even when dealing with frustrated or anxious students. The ability to resolve concerns, provide clear and accurate information, and follow up when needed is crucial. Time management and multitasking skills are also important, as the specialist often handles multiple inquiries at once, especially during peak periods. They must prioritize urgent issues and coordinate with other departments to ensure smooth service delivery. Accurate documentation of student interactions and updates to records are a regular part of the job. Staying informed about registration updates, deadlines, policy changes, and technical issues is key to providing timely and effective support.

This position plays an important role in supporting students and helping them successfully navigate the enrollment and registration process by offering reliable information, resolving issues, and ensuring a positive experience throughout their academic journey.

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 (https://drive.google.com/file/d/0B4enHpLSVk4eMWdzbVhaZTJDWW8/view?usp=sharing&resourcekey=0-b3y8iaBxItfgb77tjmzofw)

MINIMUM QUALIFICATIONS:

Experience Only:

Three (3) years of clerical experience as the primary function of the job which must include customer service and proficiency using Microsoft Office applications. In order to be considered for this position your clerical experience, customer service and proficiency utilizing Microsoft Office applications must be documented on your application. Daily interaction with students, faculty and staff require that this position have strong interpersonal, communication and organizational skills. Candidate must have experience providing excellent customer service and interfacing with a variety of people from many levels within the organization and community. Effective verbal and written communication skills are necessary for success in this position. Computer literacy is a must. Do not use "SEE RESUME" statements on application; your application must be completed in detail and clearly document your relevant work experience. (Part time experience will be prorated).

OR

Education and Experience:

College, university or non-correspondence business school course work from an accredited institution in Business or similar field may substitute for the clerical experience on a year for year basis. You must submit a copy of your transcripts with your application in order to be considered. Please redact age-related information on your transcript.

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 PPSC Office of Human Resources with an official disposition of the charges.

Preferred Requirements: 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 higher clerical responsibilities. Working knowledge of Banner or similar system. High level of speed and accuracy regarding data entry. High level of attention to detail (ability to check for typographical, grammatical and spelling errors, etc.). High level of 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. Understand and determine appropriate rules and regulations from various sources. Knowledge in extracting information from various reports. Ability to deal with a diverse population with discretion and tact.

Appeal Rights:

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 [email protected] 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, at spb.colorado.gov/board-rules .

Supplemental Information

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

Comparative Analysis Process: Your employment application will be used to rate your training and experience and to determine your rank among the candidates for this position. Other forms of testing may include eSkill, oral board, written, etc. subject to change based on number of qualified applicants. 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.

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. For information regarding Pikes Peak State College Security, including crime statistics for the Centennial, Downtown Studio, and Rampart Range campuses and surrounding area, please see the PPSC Department of Public Safety’s website at:https://www.pikespeak.edu/administration-operations/campus-police/index.php.. For a hard copy report please contact Human Resource Services at 719.502.2600.

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.

Americans with Disabilities Act (ADA) Accommodations:

As part of our commitment to provide access to individualized support, our agency will assist individuals who have a disability with 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 require reasonable accommodation to ensure you have a positive experience applying or interviewing for this position, please direct your inquiries to our Vice President of Human Resource Services, Kim Hennessy, at [email protected] or call (719) 502-2006.

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 the Vice President of Human Resource Services, Kim Hennessy, at [email protected] ([email protected]) du or call (719) 502-2006.

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.

The Federal Clery Act (The Student Right to Know and Campus Security Act of 1990) requires all institutions of higher learning to make available to prospective employees our agency's Annual Security Report. A copy of this information is available on the CCA website athttp://www.ccaurora.edu/students/student-right-know. A paper copy of this report can be obtained at the College Security Office upon request. This report includes statistics for the previous three years concerning crimes that occurred on campus or on property controlled or owned by Community College of Aurora, as well as public property within, or immediately adjacent to and accessible from, our campuses.

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 your entire work history within the State Classified System, including at Institutions of Higher Education, is indicated in your application so that your time-in-series can be calculated accurately.

The State of Colorado offers permanent employees a variety of benefits including medical, dental, life and disability insurance, as well as a comprehensive leave program. Please click the following link for detailed information: www.colorado.gov/pacific/dhr/benefits

Please note that each agency's contact information is different; therefore, we encourage all applicants to view the full, official job announcement which includes contact information and class title. Select the job you wish to view, then click on the "Print" icon.

01

Are you a current resident of the State of Colorado who can provide proof of Colorado residency?

+ Yes

+ No

02

Please describe your administrative experience as it relates to this position and at what jobs you performed these duties.

03

Please describe your customer service experience in a professional environment. What has been your responsibility with regards to customer service?

04

Describe your experience with Banner, Microsoft Office Applications, and other software applications.

Required Question

Employer

State of Colorado

Address

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Website

https://careers.colorado.gov/

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