Administrative Support Assistant II – Special Education Services

Alabama State Department of Education; Montgomery (AL); On-site; USD 31,000 - 51,000; Full time

Job summary

Alabama State Department of Education in Montgomery/Birmingham seeks an Administrative Support Assistant II to handle documentation, reports, and office operations. The role requires organization, attention to detail, and strong communication skills to support multiple teams.

Ideal candidates will demonstrate reliability, independence, and the ability to manage time effectively while using standard office software and tools such as DocuSign and procurement portals.

Qualifications

• Reliable, adaptable, team-oriented with problem-solving skills.
• Clear oral and written communication; customer service focus.
• Interpersonal skills and a commitment to quality customer service.
• Well-organized, detail-oriented; able to manage information accurately.
• Independent work capability with reliability and time management.
• Familiar with standard office procedures and equipment.
• Able to understand and follow applicable policies and procedures.
• Proficient in Microsoft Office or similar software.

Responsibilities

• Prepares, proofs, and routes standard and complex documents (memos, letters, presentations).
• Drafts technical, statistical, and narrative reports and distributes copies.
• Creates and maintains spreadsheets to track departmental information.
• Establishes and maintains filing systems and databases.
• Welcomes visitors and directs them; answers calls and routes messages.
• Manages mail, correspondence, and package handling.
• Schedules meetings, conferences, and appointments.
• Uses DocuSign, time/attendance tracking, and procurement portals.
• Provides day-to-day administrative support and monitors supplies.
• Resolves operational issues; escalates complex matters as needed.
• Collaborates across teams to ensure smooth workflows.

Skills

Reliable

Adaptable

Team-oriented

Problem solving

Communication

Interpersonal skills

Customer service

Organized

Detail-oriented

Deadline management

Office procedures

Policy interpretation

MS Office

Education

High School Diploma or GED

Tools

Microsoft Office

Job description

ANNOUNCEMENT OF INTENT TO FILL A POSITION

AN EQUAL OPPORTUNITY EMPLOYER

Approved for Internal and External Consideration

Position Code:10197

Salary Range:$31,303.20-$51,259.20 (Effective 9/1/2026)

Position Location:Montgomery, AL or Birmingham, AL

The Special Education Services (SES) Section of the Alabama State Department of Education (ALSDE) is seeking to fill one (1) Administrative Support Assistant II position.

Duties will include, but will not be limited to the following:

• Prepares, proofreads, and routes standard and complex business documents, including memoranda, letters, presentations, order forms, travel documents, and order forms.
• Drafts technical, statistical, and narrative reports, distributing copies as directed.
• Creates and maintains spreadsheets to track and organize key departmental information.
• Establishes, organizes, and maintains comprehensive physical and electronic filing systems and databases.
• Welcomes, greets, and directs visitors.
• Answers and routes incoming phone calls, screening and taking messages as necessary.
• Manages incoming and outgoing mail, correspondence, and package handling.
• Schedules and coordinates meetings, conferences, and appointments for assigned team members.
• Navigates and utilizes operational office systems, including DocuSign, time and attendance tracking platforms, and state procurement portals.
• Provides day-to-day administrative support, including recordkeeping and monitoring office supply inventories.
• Resolves minor operational issues independently, escalating complex matters to supervisors or senior staff when necessary.
• Collaborates across teams to ensure smooth office workflows and participate in joint problem-solving efforts.
• Performs other related duties as assigned.
• High school diploma or a GED certificate.
• Three years of responsible clerical work experience.

Required Skills/ Abilities:

• Reliable, adaptable, team-oriented, and able to solve problems effectively.
• Clear and effective oral and written communication skills.
• Effective interpersonal skills and a commitment to quality customer service.
• Well-organized, detail-oriented, and able to manage information accurately.
• Able to work independently with consistency and reliability.
• Able to manage time effectively and meet established deadlines.
• Familiar with standard office procedures, practices, and equipment.
• Able to understand, interpret, and follow applicable policies and procedures.
• Skilled in Microsoft Office Suite or similar software applications.

Currently, the Fiscal Team has a clerical vacancy; however, clerical staff may be assigned to any team as needed and reassigned based on section priorities.