Administrative Assistant Job Bessemer area,Alabama USA,Administrative/Clerical

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 Effective September 1, 2026 - ($41,349-$59,541)

Perform general secretarial/clerical duties including, but not limited to, keyboarding, filing, copying, note taking, 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.

This position will be required to work on both campuses as assigned.

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, personalcomputers/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

EEOC, E-VERIFY, AND BACKGROUND CHECK…