Assistant II - Admissions

Assistant II

The Assistant II performs clerical responsibilities in maintaining department, division, or campus records and other related procedures of the assigned department/office/campus following established policies and procedures, rules and regulations. Appropriate placement on the Alabama Community College System salary schedule E3-04.

At a minimum, the essential functions of this position shall include general clerical responsibilities of all Assistant II:

• Performs receptionist duties and telephone communications such as answering phones, taking/delivering messages, answering calls from the phone queue system (if applicable); greeting students, employees, and/or guests;
  Scheduling appointments as necessary;
  Opening, sorting, and appropriately distributing incoming and outgoing mail; and Answering routine questions to students, employees, and guests.
• Performs general clerical responsibilities for the office, department, and/or campus including, but not limited to:
  Calendar maintenance;
  Operating general office and computer equipment;
  Securing equipment repair as needed;
  Assisting with travel arrangements and conference requirements; and Assisting employees with standard departmental procedures during peak work periods.
• Performs record keeping and data entry responsibilities including but not limited to:
  Organizing and maintaining office filing system;
  Organizing and maintaining scanned documents;
  Copying;
  Recording and transcribing meetings;
  Data entry into multiple databases at one time;
  Typing correspondence (emails, memos, letters);
  Entering, editing, maintaining, and retrieving information and/or data on spreadsheets, databases, or other College systems;
  Assisting with reports and/or projects;
  Distributing information as directed;
  Assisting with the creation of brochures, flyers, and/or other materials;
• Performs purchasing responsibilities for the office/department, including, but not limited to:
  Creating purchase orders and processing requesting payment of invoices/requisitions;
  Ordering office supplies;
  Checking and maintaining office supply levels;
  Receiving materials;
  Verifying deliveries; and Assisting with periodic inventory.
• Assists with the organization and facilitation of meetings and/or events upon request. Schedules rooms for meetings and schedules the use of any Distance Education facilities for meetings and events.
• Resolves issues utilizing proactive critical thinking skills.
• Cross trains with departmental staff and fills in for/assists other support personnel in the office in the event of absence, emergency, etc.
• Keeps office neat and presentable. Ensures that any materials approved for shredding are shredded.
• Makes suggestions to the Supervisor concerning improvement of the office, in keeping with policies and procedures.
• May schedule and train student employees.
• Performs all responsibilities using a high level of quality customer services to students and visitors.

Office/Department/Division or Campus Responsibilities:

• Maintains student records, including, but not limited to: verifying student data entered during the application process; scanning supplemental application documents; maintaining and updating active and inactive records; filing all documents as required for the student record; entering, editing and retrieving data on college mainframe system.
• Assists students with student account and access issues as necessary.
• Assists with orientations and graduation, as needed.

All positions at Coastal Alabama have the job responsibilities below:

• Handles sensitive information in a confidential manner.
• Maintains a highly professional attitude and demeanor at all times.
• Provides responsible, appropriate, and satisfactory leadership on campus and within the College.
• Communicates positively and professionally in all aspects of the position.
• Attends all staff meetings, College meetings, and professional development activities.
• Becomes thoroughly familiar with all pertinent state and national policies and comply with said policies.
• Serves on and provide information to college committees as needed.
• Complies with ACCS and College policies, as well as state and federal laws.
• Ensures the positive promotion of the College and integration of all campuses within the College.
• Is prompt and punctual in reporting for work, meetings, and office hours.
• Performs other duties as assigned.

Required Qualifications:

• Associate's degree from a regionally accredited institution OR equivalent recent relevant full-time work experience (two years of full-time recent relevant work experience for every one year of college).
• One year of related experience.
• Knowledge of filing, typing, records management, and general office procedures.
• Excellent customer service delivery.
• Experience in the use of current educational technologies in the workplace including word processing, spreadsheet, database, presentation software (e.g., Microsoft Word, PowerPoint, Excel, and Outlook).
• Effective oral and written communication skills.
• Excellent time…