Lead Administrative Assistant - Technologies Job Decatur area,Alabama USA,Administrative/Clerical

Lead Administrative Assistant

The Lead Administrative Assistant is responsible for performing various secretarial duties to support the work of the Division and the Dean. These duties include clerical, office management, preparing various electronic and typewritten documents, filing and managing records, greeting visitors, monitoring and managing the Division’s data in the College database, maintaining all of the Division budgets, and consulting with the Dean and other Division personnel to promote consistent application of Division and College polices.

Salary

Salary: Appropriate placement on ACCS Salary Schedule E2, Grade 3: $47,029 - $65,218

(Salary placement within this range is determined by your documented years of full-time related work experience)

Work Hours

Work Hours
:
Monday through Thursday, 7:45 a.m.

- 5:15 p.m.;
Friday 7:45 a.m.

- 11:45 a.m.

Application

Applicants must meet the minimum qualifications and must submit a complete application packet to be considered. A complete application consists of the following:

Online application
Current résumé
Copy of college transcripts (Transcript of college work verifying degree requirement; must include degree awarded and date confirmed. Unofficial transcripts will be accepted before the deadline, but official transcripts must be received if employed.)

Application materials must provide documentation that the applicant meets all minimum qualifications.

Applicants must provide information from previous employers documenting full‑time related work experience if an offer is made.

Responsibilities

Perform general administrative duties.

Serve as Office Manager for the Division.

Gather budget information from various areas to prepare the Perkins budget each year.

Maintain the annual Perkins budget to ensure that items are ordered promptly, working with the Business Office to ensure the college complies with Perkins regulations.

Serve as point of contact for all Division Workforce grants and other grants to ensure that items are ordered in a timely manner and all requirements of the grants are met.

Monitor and manage all of the Division budgets.

Assist Technology students in registering for classes each semester; assist them in developing a MAP plan to guide them through their program of study.

Provide administrative assistance to all Division faculty and staff.

Maintain calendars and schedules for classrooms and other meeting spaces, balancing multiple schedules and priorities.

Arrange orientation each year for new students.

Maintain electronic database of files for student and program records.

Maintain strict confidentiality of all work‑related discussions, observations and documents.

Greet in‑person visitors and respond to their needs appropriately.

Answer a multi‑line phone system and direct calls appropriately.

Screen, route, and coordinate pick‑up of incoming mail including email.

Receive, input and process paperwork ensuring items are submitted in a timely manner.

Discern when confidentiality in work needs to be maintained and maintain that confidentiality.

Type and transcribe letters, memos and other correspondence or written documentation.

Take meeting minutes as directed.

Request/arrange IT support.

Assist with registration for all programs as directed.

Coordinate, create and maintain filing systems.

Alert supervisor of any issues that are in need of upper management attention.

Operate Excel or other database software to track, sort, format and analyze data for a variety of purposes including reporting and data analysis (data reports).

Load information into Banner or other software.

Proof and edit correspondence and documents.

Input and process purchase orders as well as other information into Banner.

Perform research via the internet or other channels to gather…