Assistant II-Registrar's Office Job Brewton area,Alabama USA,Administrative/Clerical

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. For more information about salary schedules, refer to https://(Use the "Apply for this Job" box below)..

For any questions or additional information, please contact the Human Resources Department at hr.

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.

Serves as a Designated School (DSO) with the U.S. Department of Homeland Security (DHS) and ensure compliance with federal regulations governing F-1 and M-1 international students.

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:

Processes good student discount requests, major change request forms, enrollment verification requests and FERPA release forms.

Assists the Associate Registrar with evaluating incoming college transcript.

Resolves daily problem transcript orders in Parchment.

Submits daily enrollment/degree verifications for National Student Clearinghouse.

Assists with all registrations as assigned, including possible evening hours.

Assists with 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…