Transactions and Records Service (TRS) Stewardship Technician

Are you passionate about the management and wellbeing of Colorado’s natural resources? Do you take joy from managing tidy records and clean data? Does the thought of collecting field data have you thinking of good times outside with the bugs and the bunnies?

Please join our team! Only candidates who apply through the state job portal are considered. This posting is only open to residents of the State of Colorado at the time of submitting your application.

The Colorado State Land Board is looking for a Stewardship Technician to join our Transactions and Records Services (TRS) team. This position supports the Stewardship Services program through its work.

What is the State Land Board?

The State Land Board is a constitutionally created agency founded in 1876 that manages a $5 billion endowment of assets for the intergenerational benefit of Colorado’s K-12 schoolchildren. We compete in private markets daily and take pride in being especially entrepreneurial and business-savvy. We are the second-largest landowner in Colorado and generate revenue for public schools by leasing nearly three million surface acres and four million subsurface acres for agriculture, grazing, recreation, commercial real estate, rights-of-way, renewable energy, oil, gas, and solid minerals. We ensure that our lands can be productive long into the future through the work of our team of stewardship and biodiversity professionals.

What does the Transactions and Records Services team do?

Our seven-person TRS team writes, manages, and maintains contracts for 7,600 mineral estate and surface contracts that often carry unique terms and conditions. We draft contracts and templates, manage files, administer bond/insurance requirements, and ensure compliance with Board policies and procedures and state and federal law. This team works collectively to produce monthly board materials, conduct board meetings and uphold the high standards of established public records. The TRS team members are the self-proclaimed ‘process improvement gurus’ and we enjoy helping our agency maintain great management principles using automated records systems so that we capture, retain, and classify our work for public and institutional memory. Yes, we’re busy!

What does the Stewardship Services team do?

The State Land Board owns three million surface acres and four million mineral acres of the state of Colorado. The Stewardship Services team works independently, and in cooperation with our various lines of business, to ensure our working lands are healthy and resilient while being used to support revenue generating businesses over the long term. The team protects and enhances species and ecosystem biodiversity on state trust lands at a landscape scale.

The job opportunity

NOTE: core business hours are Monday through Friday, 9 am – 3 pm and 40 hours are expected weekly. During training, you’ll be expected to work at the Denver office. You can discuss your preferred schedule with your supervisor, as our agency operates on a hybrid work schedule with staff expected to work in the office a minimum of two days per week.

As our program Technician, you provide support to the TRS and Stewardship Services teams regarding document and lease processing, field data collection, electronic file management, billing, and auditing tasks. The position uses established processes, records management protocols, and data guidelines to collect, add value to and manage stewardship-related records and information including monitoring and inspection reports, photographs, lease information, GIS data, etc. You use scanning equipment and different software platforms daily — Google, Microsoft, Adobe, Netsuite, Laserfiche, DocuSign — to manage documents.

1. Create and maintain all contract processes and related documents.

• Understand a diverse set of program contracting needs, work with Stewardship Services  staff and customers on contract development and manage projects to deadlines.
• Create and maintain process checklists and project tools, and ensure compliance with State Land Board leasing policies and procedures in addition to state and federal law.
• Initiate and manage public queries and media notices regarding the stewardship of trust lands and line-of-business processes according to precise timelines and required law.
• In coordination with the finance team, verify payments and revenue accounting, collect all relevant documents for the official file and enter custom billing line items.

2. Be a data hygienist and a processing wizard.

• Work with our team to keep records organized and accurate using our Netsuite asset management system workflows to identify database inaccuracies and make corrections, enter custom billing line items and verify payments.
• Perform file management and record keeping.
• Distribute contracts and contract modifications.
• Collect and audit all relevant documents that make up the official record.
  Scan paper documents and use our standard naming conventions to rename digital files.
• Help fulfill Colorado Open Records Act (CORA) requests.

3. Be a model for superior customer service.

• Assist internal customers. Provide support to colleagues who manage our lines of business. Update and train fellow colleagues on procedures.
• Be professional and helpful with external customers and provide support using the online customer portal to assist customers with online payments and other portal related features.

Minimum Requirements of the Job

Three (3) years of experience in an office environment performing administrative support functions similar to data entry and management, files management, recordkeeping, grant management, report creation, and support of program staff. At least two (2) of the years of experience should have been earned while supporting work in natural resources, environmental or ecological sciences, or similar fields.

– OR –

A combination of related education and/or relevant experience in an occupation related to the work assigned equal to three (3) years.  Related degrees would include studies in business administration, natural resources management, environmental studies, and ecology among others.

Desired Characteristics and Attributes

• Two (2) years of experience in an office environment coordinating the work, processes and records of natural resources managers, particularly in the fields of land stewardship and biodiversity
• Two (2) years of experience in the collection and monitoring of field data using GIS, GPS and similar tools
• Two (2) years of experience using CRM and land based information databases
  Proficiency in workplace applications of Google Suite, Microsoft Office Suite and Adobe
• Current or former State experience relevant to this position

You get bonus points if you can demonstrate the following:

• Considerable experience providing administrative support in the work of natural resources organizations
• Experience designing forms, tables, charts, spreadsheets, report forms, etc.
• Experience in a legal environment interpreting contracts and reviewing files
• The ability to glean patterns and trends from data and make recommendations on how the data may inform strategic business efforts in the future

To be successful as a member of this agency, you’ll have these professional traits and skills:

• Good written and oral communication with the ability to convey information to others effectively and efficiently
• Independent yet also a team player, proactively helps others
• Strong interpersonal skills
• Customer-service mindset, respectful, helpful
• Proactive, takes initiative, self motivated
• Possess good problem solving skills, seek to understand alternatives, employ logic and good judgment
• Self confident and self aware
• Great work ethic: results oriented, disciplined, conscientious, thorough and diligent
• Honest, trustworthy, dependable
• Enthusiastic, energetic, optimistic, positive attitude
• Organized and professional
• Adaptable and open to change

We compete in the private-sector markets every day and operate largely independently from state government. However, we must follow HR hiring protocols which preclude our agency from viewing resumes or cover letters during the initial review of applicants. So please follow the lengthy prompts and answer all required questions on the application — only candidates who apply through the state portal are considered. Think of it as an endurance test, we hope to see you at the finish line! 

Apply online through the state portal.

What can you expect from us in return for your hard work?

We are a lean team of 50 staff members that places significant emphasis on promoting and maintaining a positive work environment. We get our work done, and we have fun doing it.  The qualities of our environment include transparent and open communication, work-life balance (we mean it), and a focus on training and development. You’ll explore and travel our state on day trips or multi-day trips, but minimal out-of-state travel is required. As a state employee, you have access to a suite of HR benefits and holidays.