Administrative Assistant
Job Description
Position Summary
Under the direct supervision of the Dean of Students, this position provides administrative and secretarial support for the Student Services Department.
Salary Schedule: Appropriate placement on Salary Schedule E3 04 based on experience ($38,979-$56,128)
Essential Duties and Responsibilities
- Perform general secretarial/clerical duties including, but not limited to, keyboarding, filing, copying, notetaking, transcribing, and other office operations.
- Provide optimal customer service including, but not limited to, courteous and responsive written and verbal communication.
- Receive and direct in-coming telephone calls and visitors to the area.
- Prepare written correspondences, invoices, reports and other documents.
- Prepare travel request packets and organize itineraries as appropriate.
- Prepare or summarize reports of a statistical and/or narrative nature for internal and external distribution.
- Monitor calendar and e-mail to assist the area administrator with appointments, due dates and timelines.
- Assist in planning and organizing meetings and workshops as needed.
- Maintain and safeguard the confidentiality of documents, general files, and other pertinent information.
- Organize and maintain a filing system for office records as appropriate.
- Process and disseminate incoming mail as appropriate.
- Maintain an inventory of office supplies, forms, equipment, etc., and prepare requisitions as needed.
- Prepare requisitions for purchase order generation for procurement of materials and supplies.
- Perform inquiry and input into the administrative software system as required.
- Keep current on upgrades in technology as related to the specific area and assignment.
- Serve on college committees and participate in college functions as assigned.
- Assist and/or provide secretarial support in other areas of Student Services as needed.
- Perform other job related duties assigned by the Executive Vice President and Dean of Students.
The Administrative Assistant job description is a general statement of required major duties and responsibilities performed on a regular basis. It does not exclude other duties as assigned. This job description and specification should not be construed to imply that these requirements are the exclusive standards of the position. Incumbents will follow any other instructions and perform any other related duties, as may be required by their supervisor. By affixing my signature, I acknowledge that I have read and understand the essential functions of this position. If hired, I have the ability to perform the essential functions of the position for which I am applying.
Qualifications
REQUIRED EDUCATION, EXPERIENCE, STANDARDS, AND TRAINING:
- Associate’s Degree or equivalent
- Two years of work experience in a fast pace office environment
- Technical/computer skills and well versed in using various software programs, office equipment, personal computers/laptop
- Written and verbal communication skills
PREFERRED QUALIFICATIONS:
- Experience in using Ellucian Banner
- Previous work experience in an educational setting.
OTHER QUALIFICATIONS AND JOB REQUIREMENTS:
To perform the job successfully, an individual should demonstrate the following competencies to perform the essential functions of this position.
- Ability to keep a positive attitude, provide excellent customer service, maintain effective
relationships
- Ability to communicate effectively both orally and written
- Comprehensive knowledge of institutional policies and procedures
- Ability to understand and interpret policies and procedures and exercise good judgement
- Ability to maintain confidentiality and safeguard information
- Ability to handle multiple priorities and meet deadlines
- Ability to represent the college in a professional manner at all times
- Ability to organize and prioritize duties, take initiative, learn new concepts, detail oriented
- Ability to be flexible, adaptable and function under pressure with an orientation for team
- Proficient computer skills in Microsoft Office, spreadsheet applications and other software
PHYSICAL REQUIREMENTS:
- Ability to lift, carry or move, pack and unpack boxes and up to 25lbs
- Ability to sit for prolonged periods, type and work on a computer
- Ability to operate in a fast-paced environment and able to multi-task
- Ability to travel between multi-campuses and for professional development within the State
Application Procedures/Additional Information
Applicants must meet the minimum qualifications and must submit a complete application packet through the ONLINE application system (www.lawsonstate.edu) by the deadline date in order to be considered for the position. It is the sole responsibility of the applicant to ensure his or her application packet is completed. Application material may not be submitted by fax or email. If you have any questions regarding the application, please contact the Office of Human Resources at (205)929-3408 or humanresources@lawsonstate.edu .
A complete application packet consists of:
- A cover letter
- An Online application
- A current resume
- A copy of relevant post-secondary transcripts identifying the applicant, institution, and date degree conferred.
- If employed, all official transcripts must be received in the Office of Human Resources prior to the employment start date.
Applicants who fail to submit a complete application packet will not be considered. Before an offer is made, the top applicants must provide the following: Employment verification letter(s) from a current or previous employer detailing all relevant experience. Employment verification letters must include employment dates and job title and be on official letterhead with an authorized personnel signature. Work experience verification from a current employer may be delayed until an official offer of employment has been made. Applicants must submit a written request to delay submission or work experience verification from a current employer.
More than one position in the same job classification may be filled from the applicants for this position should another vacancy occur during the search process.
EEOC, E-VERIFY, AND BACKGROUND CHECK STATEMENTS:
Lawson State Community College is an Equal Opportunity Employer. It is the policy of the Alabama Community College System, including all postsecondary community and technical colleges under the control of the Alabama Community College System Board of Trustees, that no employee or applicant for employment or promotion, on the basis of any impermissible criterion or characteristic including, without limitation, race, color, national origin, religion, marital status, disability, sex, age, or any other protected class as defined by federal and state law, shall be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program, activity, or employment.
Lawson State Community College will make reasonable accommodations for qualified disabled applicants upon request.
In accordance with Alabama Community College System Policy and Guidelines, the applicant chosen for employment will be required to sign a consent form for a criminal background check. Employment will be contingent upon the receipt of a clearance notification from the criminal background check. Lawson State Community College is an active participant in the Employment Eligibility Verification Program (E-verify). E-verify electronically confirms an employee's eligibility to work in the United States as required by the Department of Homeland Security.
ADDITIONAL INFORMATION:
Applicants must meet the minimum qualifications as indicated on this vacancy notice and must submit a completed application packet in order to be considered for this position. Complete application files must be received no later than the application deadline. Applicants who fail to submit all required information will be disqualified. Applicants must adhere to the College's prescribed interview schedule and must travel at their own expense. The College reserves the right to withdraw this job announcement at any time prior to awarding.
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