Assistant II-Campus Brewton Job Brewton area,Alabama USA,Administrative/Clerical

Overview

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

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; and 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 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 service to students and visitors.

Office/Department/Division or Campus Responsibilities

Provides information on programs and courses to prospective students, responding to all inquiries with appropriate information and materials.

Informs prospective students of requirements for acceptance at Coastal Alabama Community College, reviewing applications, and forwarding to Admission's Office.

Receives and acknowledges receipt of admissions applications, high school transcripts, college transient letters, college transcripts, and dual enrollment forms. Acknowledges all inquiries, keeping applicants informed of their current status in the admissions process. Enters admissions data in the computer. Prints missing admissions data reports and works with other campuses and centers to help resolve problems as quickly as possible.

Collects, processes, and receives tuition, parking decals, and other fees and/or fines.

Assists students with financial aid information, including, but not limited to: verifying student data entered during the FAFSA completion process; scanning supplemental application documents; and answering general student questions.

Assists students with account and access issues as necessary.

Assists students with various problems and if necessary, directs them to the appropriate office or offices on campus.

Assists Human…