Administrative Assistant for the Alabama Energy Infrastructure Training Center

ENTERPRISE STATE COMMUNITY COLLEGE; Jasper (IN); Vor Ort; USD 34.000 - 52.000; Vollzeit

Zusammenfassung

Bevill State Community College in Jasper, IN seeks a detail-oriented administrative assistant to provide clerical and office support for the assigned department. Responsibilities include preparing documents, managing schedules, handling mail, and data entry.

Applicants must have a high school diploma, at least one year of related experience, and proficiency with Excel/Access and Word. The role requires professionalism and the ability to multi-task in a busy environment.

Qualifikationen

• Requires high school diploma or equivalent.
• Minimum 1 year of related work experience.
• Proficiency with Excel or Access to enter, format, sort and analyze information.

Aufgaben

• Greet in-person visitors and respond to their needs.
• Answer a multi-line phone system and direct calls appropriately.
• Screen, route, and coordinate pick-up of incoming mail and email.
• Input and process paperwork ensuring items are submitted timely.
• Type and transcribe letters, memos and other correspondence.

Kenntnisse

Excel/Access

Word processing

Multi-tasking

Professional communication

Ausbildung

High school diploma or equivalent

Tools

Banner

Microsoft Office

Jobbeschreibung

Provide a high level of clerical, administrative and office management support for the appropriate department. Prepare a variety of electronic and written documents; execute a variety of administrative procedures, receive callers and visitors, and perform related work as assigned.

Salary: Appropriate placement on ACCS Salary Schedule: E4, Grade: 05, $34,298 - $51,793

Work Hours: Monday through Thursday, 7:30 a.m. - 5:30 p.m., Friday 7:30 a.m. - 11:30 a.m.

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

• An on-line 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.

Key Responsibilities

1. Greet in-person visitors and respond to their needs appropriately.
2. Answer a multi-line phone system and direct calls appropriately.
3. Screen, route, and coordinate pick-up of incoming mail, including email.
4. Receive, input and process paperwork ensuring items are submitted in a timely manner.
5. Discern when confidentiality in work needs to be maintained and maintain that confidentiality.
6. Type and transcribe letters, memos and other correspondence or written documentation.
7. Load information into Banner, Target X, or other software.
8. Maintain calendars and schedules for individuals, groups and/or meeting space, balancing multiple schedules and priorities.
9. Request/arrange IT support for the department.
10. Implement and maintain filing systems; keeper of resource materials and inventory.
11. Alert supervisor of any issues that are in need of upper management attention.
12. Operate Excel or other database software to track, sort, format and analyze data for a variety of purposes including reporting, data analysis, and budget monitoring.
13. Prepare travel forms, make travel arrangements including airline tickets, hotels, cars, etc. and complete travel reimbursement forms.
14. Maintain inventory of office supplies, books, and other materials and process requests for purchasing.
15. Coordinate time and effort sheets, and timesheets to ensure that all are completed in compliance with scheduled dates.
16. Submit maintenance work orders or request/arrange janitorial support.
17. Perform other related duties as assigned.
18. Perform all duties with professionalism.

Requirements

1. A minimum of a high school diploma or equivalent is required.
2. A minimum of one (1) year related work experience is required.
3. Ability to utilize Excel or other database software (such as Access) to enter, format, sort and analyze information and prepare reports is required.
4. Ability to utilize Word or other word processing tools to prepare and communicate information is required.

Knowledge, Skills and Abilities

1. Knowledge of community college policies and procedures.
2. Knowledge of Banner or a related program, is preferred.
3. Knowledge of generally accepted office practices and procedures.
4. Knowledge of FERPA.
5. Skill in operating a computer, including tablets.
6. Skill in utilizing a multi-line phone system.
7. Skill in operating general office equipment.
8. Ability to follow instructions and adhere to prescribed routines.
9. Ability to make decisions based on correspondence, data or other information.
10. Ability to utilize and search the internet for information.
11. Ability to multi-task and prioritize issues.
12. Ability to maintain confidential information.
13. Ability to work and communicate with a variety of people from diverse backgrounds.
14. Ability to utilize email systems to communicate information.
15. Ability to work with minimal supervision / work independently.
16. Ability to operate in a professional manner at all times.
17. Ability to draft letters and other correspondence.
18. Ability to proof and correct materials according to rules of grammar and business etiquette.
19. Ability to operate in high pressure situations and respond to issues in a calm manner.
20. Ability to manage upward to ensure the schedule and priorities of manager are maintained.
21. Conscientious- care about how work is done and desire to do a good job.
22. Initiative- responding to downtime by taking responsibility to do other work.
23. A focus on being friendly and patient in responding to customer needs.
24. Willingness and desire to learn new things and apply that learning.
25. A positive attitude regardless of circumstances at hand.
26. Confidence in decision making and communication skills.

Applicants must meet the minimum qualifications as indicated on this vacancy notice and must submit a completed application packet in order to be considered for this position. Complete application files must be received no later than the application deadline. Applicants who fail to submit all required information will be disqualified. Only applications received during the period of this announcement will be considered. Applicants must travel at their own expense. Finalist will be required to provide official transcripts that are mailed directly to the Office of Human Resources at Bevill State Community College from the institution(s) granting the credits.

BACKGROUND CHECK STATEMENT: In accordance with Alabama Community College System Policy and guidelines, the applicant chosen for employment will be required to sign a consent form. Employment will be contingent upon the receipt of a clearance notification from the criminal background check.

Bevill State Community College is an equal opportunity employer. It is the policy of the Alabama Community College System, including all post secondary community and technical colleges under the control of the Alabama Community College System Board of Trustees, that no employee or applicant for employment or promotion, on the basis of any impermissible criterion or characteristic including, without limitation, race, color, national origin, religion, marital status, disability, sex, age, or any other protected class as defined by federal and state law, shall be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program, activity, or employment. Bevill State Community College will make reasonable accommodations for qualified disabled applicants or employees. The college reserves the right to withdraw this job announcement at any time prior to the awarding.

More than one position in the same job classification may be filled from the applicants for this position should another vacancy occur during the search process. Bevill State Community College participates in the E-Verify system to verify employment eligibility for all newly-hired employees.

Bevill State Community College is accredited by the Southern Association of Colleges and Schools Commission on Colleges (SACSCOC) to award associate degrees. Degree-granting institutions also may offer credentials such as certificates and diplomas at approved degree levels. Questions about the accreditation of Bevill State Community College may be directed in writing to the Southern Association of Colleges and Schools Commission on Colleges at 1866 Southern Lane, Decatur, GA 30033-4097, by calling [phone], or by using information available on SACSCOC’s website (www.sacscoc.org). Specific questions regarding Bevill State's educational programs, admissions, and other matters related specifically to the College should be forwarded directly to the college.

If you need assistance, please contact the Human Resources Department. Monday - Thursday: 7:30 am - 5:30 pm Friday: 7:30 am - 11:30 am 205-387-051, ext. 5784. If you need technical assistance after reviewing the instructions, please contact: NEOGOV Customer Service Monday-Friday: 8:00 am - 5:00 pm PST [phone].