Administrative Assistant II - 2 year term limited

Colorado State University; Golden (CO); On-site; USD 40,000 - 48,000; Full time

Job summary

Colorado State University’s Colorado State Forest Service NE Area in Golden is seeking an administrative support specialist to handle office operations, fiscal tasks, and customer service for the CSU CSFS program.

The role focuses on budget tracking, invoicing, procurement, and document management, with opportunities to support outreach and program administration while collaborating with supervisors and staff.

Qualifications

• Two years of administrative support experience including budget oversight.
• Combination of related education and/or experience equal to two years.
• Proficiency in Microsoft Office Suite.
• Experience tracking expenditures and processing invoices.
• Excellent written and verbal communication skills.

Responsibilities

• Assist with annual budget requests and quarterly staffing exercises; track expenses across multiple accounts.
• Monitor Area accounts, travel and training costs, program 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; 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.

Skills

Customer service

Microsoft Office

Budget tracking

Attention to detail

Scheduling meetings

Education

Two years related education/experience

Tools

Kuali

Pcard reallocation

Travel vouchers

Power BI

VistaPlus

WebFocus

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: https://csfs.colostate.edu/ 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

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

• 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

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! Prospective Employees, click here to learn more about CSU's perks and purpose. Current employees will need to apply for jobs in Workday.

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.