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Provide support to the Colorado State Forest Service Woodland Park staff and programs such as, but not limited to Forest Management Programs, Seedling Tree Plantings, and Forest Agriculture by performing duties including front desk reception, telephone and walk-in customer reception, general public relations, document creation/editing and data management, meeting logistics, mail processing, payment processing, working with and coordinating/paying/accepting payment from vendors, and other financial duties, office equipment operations and maintenance. Take minutes at meetings as required. Take assignments as delegated by the Southeast Area Accounting Technician II and Area Manager, which can be more specifically related to accounts and accounting processes
Job Responsibility:
Greets telephone and walk-in customers
Routes incoming calls for district staff
Evaluates and satisfies customer requests for various information and resources and/or directs customers to the proper employee or external entity
Maintains master office schedule for Field Office and Area Staff
Schedules conference rooms and obtains conference call-in numbers for Field Office staff
Supports Field Office staff through data and document creation, input and editing
Data is entered into databases for programs such as, but not limited to the Forest Management Programs, Seedling Tree Plantings, and Forest Agriculture
Maintains office contact information
Assists with management to the Woodland Park Field Office Website
Provides layout and content editing for documents such as memoranda, letters, and reports and maintains mailing lists
Conducts other support tasks such as information research and meeting logistics
Tracks meeting schedules and travel itineraries of all office personnel to facilitate accurate scheduling and verify employee status
Takes minutes at monthly Field Office meetings
Reviews outgoing documents for completeness before sending to the State Office for processing
Reallocate P-card transactions for Field Office staff using Kuali Financial System (KFS)
utilize Kuali action list, and know how to handle the P-card transactions
Follows CSU and department purchasing policies
Prepares invoices and submits customer payments to State Office for deposit within the required timeframe
Prepares purchase order and reimbursement requests, by using the correct CSFS forms
Assists the Supervisory Forester with reconciling budget vs. actual expenses based on information provided by the State Office Administrative Division team
Create and maintain spreadsheets to assist Supervisory Forester with tracking program information, such as with the Forest Ag program
Track landowner grant fiscal information using spreadsheets to assist the assigned forester in the office
Maintain bond records and process refunds
Maintains Field Office supply inventory by utilizing ShopCat system
orders supplies as needed for Field Office staff
Maintains office equipment operability
Places special supply orders for Field Office personnel
Initiates contact with office equipment vendors and repair people
Duplicates and disseminates information internally and externally using copiers, FAX, email, and US Mail
Manages all Field Office incoming and outgoing mail processes and prepares all outgoing mail
assists with mailings to the office Forest Agriculture property owners or other homeowner groups
Periodically update Field Office and Area forestry service provider, consultant, and contractor lists
Completes bulk-mail projects
Coordinate and/or assist with janitorial and building upkeep
Maintain Field Office vehicle mileage and maintenance records
Compile, prepare and submit reports to staff and State Office Administrative Division team for projects
Maintain office technical publications library and order supplies from the C&C Division team at the State Office
Prepare travel documentation for office staff and submit to the State Office for approval and processing
Support Field Office intern or hourly staff and coordinate with State Office staff as needed, if applicable
Maintains office filing system
Assists with updates to the Woodland Park Field Office contractor lists
Requirements:
Two (2) years of general clerical or office support experience in an occupation related to the work assigned to this position
A combination of related education, such as business or accounting courses and/or relevant experience in an occupation related to the work assigned equal to two (2) years
Unofficial or official transcripts must be attached with this application
Nice to have:
Reception experience
Purchasing and fiscal management support
Office operations and management support
Inventory and purchasing experience
Scheduling and meeting management
Experience providing excellent Customer Service to diverse stakeholders (departments, vendors, the public)
General computer knowledge and word-processing skills
MS Office or Google Suite
Ability to use basic word processing, spreadsheet, and calendar management programs
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