The DC provides the university with procurement, disposal, and logistic services, as well as processing and distribution of written communications to enable the campus to pursue its mission of excellence in education, research, and community service. The DC has a history of instituting initiatives and standard methodologies that take into consideration environmental sustainability.

Assisting Assistant Director of Distribution Services

• Schedule meetings on behalf of the Assistant Director and DC, including resolving scheduling clashes.
• Assist with preparation of meeting agendas and prepare and forward reporting and data analytics.
• Collaborate with leadership as project manager or facilitator regarding process improvement or process change and during transition phases, including writing and making available procedures.

Administrative Support

• Create a professional presentation of the DC through positive and timely customer service, maintaining professional look of front office, and contributing to safety through management of the workspace.
• Facilitate front desk coverage and assist with requesting coverage as needed. Route calls and walk-in traffic.
• Process sale transactions, prepare and follow up on deposit paperwork.
• Create and maintain website pages and forms, and maintain and update bulletin boards. Collaborate in the creation of marketing messages for DC initiatives.
• Handle departmental purchase transactions including initiating and processing payment voucher requests, PO’s and SPO’s.
• Control office supply purchases and ensure supplies are stocked.
• Interpret State, Federal, University and departmental policies and modify procedures as appropriate.
• Track and maintain training records, including new hire training, supervisor toolkit, and safety training.
• Manage Safe Systems security access and Buff One Card door access in CCURE.
• Update existing procedures and write new procedures as processes change, and update front desk reference material.
• Coordinate organization of Appreciation Events for DC staff.
• Manage record retention process and make decisions or improvement as necessary, advising management of changes.

Surplus Property

• Monitor and process the FM Surplus email by providing assistance and basic training to customers using AssetWorks and handling administrative updates to the system, to include compiling and formatting material as customer needs require.
• Design email response templates to respond to customer needs.
• Handle process flow for entry of internet sales transactions into Asset Management Platform.
• Present ideas for process improvement to the Property Services manager.
• Complete customer sale transactions and prepare deposit paperwork for Direct Sales to facilitate weekly deposit of transactions.
• Administer the DC Change Fund by ensuring payments, cash fund, and deposit transaction paperwork are secure and reconciling the fund balance daily.
• Facilitate electronic storage of transfer related documents including EH&S forms and paperwork associated with the close out of transfers.
• Monitor cycle for removal of inventory for recycled, non-recycled, lot sale, and void assets from the Asset Management Platform.
• Process completed transfer records by scanning and uploading documents, and closing out files.
• Manage reporting, data analytics, preparation, and processing of month end journal entry requests to include sales, recycling charges, and reporting to departments.
• Reconcile and resolve issues in conjunction with fiscal year end preparations and reporting.
• Run the Surplus Property Management system by installing work procedures used by Property Services staff and customers. Provide customer training support, including developing training documents, scheduling sessions, and working with customers.
• Provide financial management of purchases and proceeds, reporting and software database accuracy.
• Coordinate with software developers to maintain software functionality, making recommendations for improvement and following through to settle if deemed valuable.

Distribution Services Support

• Run and reconcile the Business Reply (BRM) account to include monthly entries of charges to departments. Order BRM Payment Voucher requests for payment of annual permit fee and maintenance fee, and to replenish the escrow account.
• Assist customers with mail & package pick-up questions and requests.
• Handle monthly delivery invoice billing. Run, update and troubleshoot the request form and associated tracking sheet.
• Complete electronic recording of Express Delivery requests for accounting & retention purposes and handle monthly billing.
• Update and troubleshoot the Mail & Package Google form and associated Pick-Up Google sheet. Decide on the best technology to meet needs of new forms and processes.
• Market DC to increase campus awareness.
• Monitor shared DC email.
• Initiate and complete reconciliation of credit card expense transactions in Concur in conjunction with staff travel and procurement card purchases, assisting new staff with review and submission of reports as needed.

Building Proctor

• Create a safe work environment by seeking out and attending events associated with proctor position.
• Recognize safety issues and the need for maintenance, placing service requests for regular maintenance or bringing more significant issues to the attention of leadership.
• Enter and handle service requests with the appropriate party and resolve appropriate speed types for building maintenance when requested.
• Review work order status and ensure timely follow up and completion of work.
• Attend and support DC events, meetings, and training and professional development activities.
• Assist with reporting, data formatting, and analysis as requested.

• Required to be a Colorado resident to apply.
• Three years of experience in an occupational field related to the work assigned to the position. Appropriate education will substitute for the required experience on a year-for-year basis.

• Creative problem solver with strong critical thinking and analytical skills.
• Professional level of oral/written communication, organizational and problem-solving skills.
• Recognition of and attention to personal and professional conduct.
• Experience handling confidential and sensitive information with discretion and care.
• Takes initiative to recognize issues or potential for improvement, along with strong attention to detail.
• Ability to effectively learn software and new tasks.
• Excellent time management skills, ability to juggle multiple contending priorities with strength in identifying time critical items and prioritizing accordingly.
• Ability to work independently and as a member of cross-functional teams with an optimistic and flexible demeanor.
• Highly developed PC skills, including a demonstrated proficiency with Zoom, MS Teams, and Microsoft Office suite.

• Experience preparing meeting agendas and facilitating meetings in an online or hybrid environment.
• Experience with reporting and manipulating data in Excel. Experience working with and assisting others with use of software.
• Experience in customer service, decision making, and monitoring shared email accounts.
• Experience with CU Concur, CU Marketplace and CU’s procurement policies and programs.
• Experience with AssetWorks Asset Management Software. Experience with CU-Data and/or financial reporting.
• Experience with sales and deposit transactions, exposure to accounting principles.
• Experience handling change fund or other banking/accounting duties.

• A current resume.
• A cover letter that specifically tells us how your background and experience align with the requirements, qualifications, and responsibilities of the position.
• DD-214 for veteran applicants.

• Qualified veterans are eligible for veteran preference points within the State classified system. If you are a veteran and would like to have your DD214 evaluated to determine your eligibility for preference points, please attach a copy of your DD214 to this posting. If you do not wish to upload a DD214, please email a copy to HRESmail@colorado.edu or send it via fax at 303-492-4693 and reference the job to which you are applying.

• If using the educational substitution for experience: proof of degree or transcripts.