Administrative Assistant III

GJJ-000526 10/26; Department of Admissions, Recruitment, & 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 will work Monday through Friday, 8:00 a.m. to 5:00 p.m. and will rotate between Rampart and Centennial campus. 

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 depende

This position provides enrollment and financial aid support to current and prospective students from admissions through graduation. Duties are performed primarily through the Enrollment Services Call Center, as well as electronically, remotely, and in person at various campus locations.

Student Enrollment and Customer Support

• Provide enrollment and financial aid information and assistance to current and prospective students
• Assist students with admissions, transcripts, registration, add/drop processes, student accounts, residency, and financial aid
• Provide support through in-person, phone, email, text, chat, and virtual services
• Guide students in navigating the student portal, email, Navigate, FAFSA, and other enrollment resources

Financial Aid Services

• Advise students on financial aid application, eligibility, processing, and maintaining aid
• Review and verify financial aid documents for accuracy and compliance with federal and state requirements
• Determine when additional information or documentation is needed and document findings in Banner
• Participate in new student orientation and provide financial aid guidance

Student Records and Enrollment Processing

• Review and process student records and enrollment documents in Banner
• Process add/drop, withdrawal, transcript, hold, and other enrollment-related forms
• Provide guidance on locating and completing electronic enrollment forms and resources

Student Support

• Research and resolve student questions, concerns, and enrollment or financial aid issues
• Explain policies and procedures and assist with resolving disagreements and concerns with students and coworkers

Digital Support

• Develop and maintain content for the PPSC chatbot and live chat
• Collaborate with departments across the college to expand and update the chatbot knowledge base
• Ensure digital responses and information remain accurate and current

Notary Services

• Maintain a valid Colorado notary commission, including required renewals

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:
 
G3A4XX Administrative Assistant III

Minimum Qualifications:

Experience Only:

Three (3) years of office or clerical experience, including at least one (1) year of call center experience in a higher education setting. Must have a current Colorado Notary Public Commission. Strong interpersonal, verbal and written communication, organizational, and computer skills are required. The position requires daily interaction with students, faculty, and staff.

A resume and cover letter are required, along with the completed employment application. Do not use “see resume” statements. The application must be completed in detail and clearly demonstrate relevant experience 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. Please redact your age-related information on your transcripts.  No substitution for one (1) year of call center experience in a higher education setting. 

Preferred Qualifications: Experience involving a wide range of clerical responsibilities. Working knowledge of Banner or similar system. High level of speed and accuracy regarding data entry. 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.

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.

Appeal Rights:

As an applicant who has been removed from consideration during the selection or comparative analysis process, you may file an appeal with the State Personnel Board and/or request a review by the State Personnel Director. A standard appeal form is available on the State Personnel Board website, https://spb.colorado.gov/forms-and-filing. If you appeal, your appeal must be submitted in writing on the official appeal form, signed by you or your representative, and received at the following address within ten (10) days of your receipt of this notice: Colorado State Personnel Board/State Personnel Director, Attn: Appeals Processing, 1525 Sherman Street, 4th Floor, Denver, CO 80203. Fax: 303-866-5038. Phone: 303-866-3300. Email address: [email protected]. The ten-day deadline and these appeal procedures also apply to all charges of discrimination. Refer to Chapters 4 and 8 of the State Personnel Board Rules and Personnel Director's Administrative Procedures, 4 CCR 801, for information about the appeals process. The State Personnel Board Rules and Personnel Director's Administrative Procedures are available at spb.colorado.gov.

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

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. PPSC 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. 

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. 

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 ADAAA Coordinator, 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 Kim Hennessy, at [email protected] 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.

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.

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.