Administrative Assistant - Special Education Department

Alabama State Department of Education; Montgomery (AL); On-site; USD 32,000 - 52,000; Full time

Job summary

The Montgomery County Board of Education is seeking an Administrative Assistant for the Central Office. This role acts as the department's front line, handling calls, visitors, email correspondences, and general inquiries to ensure smooth office operations.

Qualified candidates will have a high school diploma, 5+ years of clerical experience, and proficiency with office software; associates degree preferred. The position involves payroll reporting, records management, and event coordination.

Qualifications

• High school diploma is required.
• Associates degree or higher preferred.
• Five plus years of clerical or similar office experience is required.
• Experience with computer systems and software is required.
• Ability to create documents, forms, spreadsheets, etc. is required.
• Experience working with the public is preferred.

Responsibilities

• Perform various clerical and office support tasks.
• Answer and route calls, greet visitors, respond to emails as first contact.
• Create and maintain records, data filing systems, inventories.
• Enter data accurately and keep it organized and accessible.
• Process requisitions and purchase orders.
• Serve as timekeeper; prepare payroll reports for leadership.
• Disseminate information to stakeholders.
• Maintain confidentiality of sensitive employee data.
• Prepare reports and spreadsheets; draft and edit documents.
• Organize meetings and calendars; schedule events and trainings.
• Assist onboarding new team members; coordinate web page updates.
• Procure and manage office supplies; schedule maintenance.

Skills

Experience in clerical/office roles

Customer service

Proficiency with office software

Education

High school diploma

Associates degree or higher preferred

Tools

Microsoft Office

Job description

JOB DESCRIPTION: Administrative Assistant - Central Office

Position Overview

The Administrative Assistant is the department’s front line, customer service representative. As the first line of service to MPS team members and visitors, the Administrative Assistant is essential to the smooth functioning of the department This position is responsible for performing a variety of administrative tasks and functions.

Qualifications

• High school diploma is required
• Associates degree or higher preferred
• Five plus years of experience in clerical or similar office positions is required
• Demonstrated experience with computer systems and associated software is required
• Ability to create documents, forms, spreadsheets, etc., is required
• Experience effectively working with the public is preferred

ESSENTIAL DUTIES

• Perform various clerical and office support
• Answer and route calls; greet visitors and answer questions; respond to emails and act as the first point of contact for the office
• Create and maintain records, electronic data/filing systems, and office inventories
• Perform data entry functions as needed and ensure that data is accurate, organized, and easily accessible
• Process requisitions and purchase orders
• Serve as the department’s [UKG] timekeeper; prepare payroll reports for the departmental lead.
• Assist the departmental lead in disseminating information to all stakeholders
• Maintain confidentiality of sensitive data and information pertaining to employees, applicants, and overall information
• Prepare a variety of routine and complex reports and spreadsheets
• Draft and edit documents, slide decks for presentations, and provide other support to team members; proofread and ensure documents are free of spelling and grammatical errors
• Organize meetings, appointments, and manage department calendars
• Assist with the planning and scheduling of events, training sessions, conferences, and meetings
• Assist with onboarding new team members to the department
• Collaborate with the webmaster to ensure that the department’s web page is up to date and accurate regarding team members and other public facing information
• Procure and inventory office supplies; schedule the service and maintenance of office equipment

(The funding for and duration of this position are finite, Pursuant to the Students First Act of 2011, Section 4(3)(b), tenure may not be gained by time served in this position).

SPECIAL NOTE: The person selected for this position must agree to a background check, be fingerprinted, and pay a $46.20 fee. This is required by law.

SPECIAL NOTE: For employees starting work after the beginning date of the work term, the salary will be pro-rated and based on the number of contract days left in the school year, divided by the remaining months in the contract year.

THE MONTGOMERY COUNTY BOARD OF EDUCATION IS AN EQUAL OPPORTION EMPLOYER. "NO PERSON SHALL BE DENIED EMPLOYMENT OR BE EXCLUDED FROM PARTICIPATION IN ANY PROGRAM OR ACTIVITY ON THE BASIS OF DISABILITY, SEX, RACE, RELIGION, NATIONAL ORIGIN, COLOR OR AGE."