PT Office Assistant, Financial Aid

Calhoun Community College; Decatur (AL); On-site; USD 32,000 - 45,000; Full time

Job summary

Calhoun Community College in Decatur, AL, seeks a detail-oriented clerical assistant for the Financial Aid office to input, process and track paperwork and respond to student inquiries.

You will use Excel and database software, maintain filing systems, handle confidential information, greet visitors, and support a range of duties with professionalism.

Qualifications

• Minimum high school diploma or equivalent required.
• Familiarity with office procedures and practices.
• Ability to operate a computer, including tablets.
• Experience with Excel or database software for data entry, formatting and reporting.
• Proficient in Word/other word processing tools.
• Ability to handle multiple tasks and prioritize.
• Discretion with confidential information.
• Ability to work with diverse groups of people.

Responsibilities

• Receive, input and process paperwork ensuring items are submitted promptly.
• Alert supervisor to issues needing upper management attention.
• Load information into database software.
• Operate Excel or other database software to track, sort, format and analyze data for reporting.
• Communicate with students, faculty, staff and public to disseminate information and resolve issues.
• Maintain confidentiality of sensitive information.
• Greet in-person visitors and respond to needs appropriately.
• Implement and maintain filing systems; manage resource materials and inventory.
• Perform duties with professionalism.
• Answer a multi-line phone system and direct calls appropriately.
• Create duplication of materials for others.
• Screen and route incoming mail including email.
• Maintain classroom and office area and equipment.
• Other duties as assigned.

Skills

Office practices

Data entry

Microsoft Excel

Multi-line phone system

Word processing

Database software

Confidentiality

Independence

Communication

Attention to detail

Customer service

Email communication

Professionalism

Decision making

Office equipment

Time management

Education

High school diploma or equivalent

Tools

Excel

Access

Fax machine

Copier

Scanner

Printer

Calculator

Job description

Provide Clerical support for the Financial Aid office.

1. Receive, input and process paperwork ensuring items are submitted in a timely manner.
2. Alert supervisor of any issues that are in need of upper management attention.
3. Load information into database software.
4. Operate Excel or other database software to track, sort, format and analyze data for a variety of purposes including reporting and data analysis.
5. Communicate with customers (students, faculty and staff, the public, tenants, other postsecondary personnel) in person, via email and/or phone to disseminate and explain information and resolve issues.
6. Discern when confidentiality in work needs to be maintained and maintain that confidentiality.
7. Greet in-person visitors and respond to their needs appropriately.
8. Implement and maintain filing systems; keeper of resource materials and inventory.
9. Perform all duties with professionalism.
10. Answer a multi-line phone system and direct calls appropriately.
11. Create duplication of materials for others.
12. Screen and route incoming mail including email.
13. Maintain classroom and office area including equipment.
14. Other duties as assigned.

A minimum of a high school diploma or equivalent isrequired.

Preference will be given to candidates who can demonstrate through their experience and accomplishments:

1. Knowledge of generally accepted office practices and procedures.
2. Skill in operating a mouse to control a computer.
3. Skill in operating a computer including tablets.
4. Skill in utilizing a multi-line phone system.
5. Skill in operating a fax machine, copier, scanner, calculator printer, camera, scantron, and typewriter.
6. Ability to follow instructions and adhere to prescribed routines.
7. Ability to utilize Excel or other database software (such as Access) to enter, format, sort and analyze information and prepare reports.
8. Ability to utilize Word or other word processing tools to prepare and communicate information.
9. Ability to make decisions based on correspondence, data or other information.
10. Ability to utilize database software for inputting and locating 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 greet individuals of any background with friendliness, tact and courtesy.
18. Ability to operate in high pressure situations and respond to issues in a calm manner.
19. Conscientious- wanting to care about how work is done and wanting to do a good job.
20. Initiative- responding to downtime by taking responsibility to do other work.
21. A focus on details.
22. A focus on being friendly and patient in responding to customer needs.
23. Willingness and desire to learn new things and apply that learning.
24. Willingness to maintain flexibility in order to meet customer needs.
25. A positive attitude regardless of circumstances at hand.
26. Confidence in decision making and communication skills.

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.

Calhoun 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. Calhoun 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. Calhoun Community College participates in the E-Verifysystem to verify employment eligibility for all newly-hired employees.

Calhoun 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 Calhoun 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 Calhoun's educational programs, admissions, and other matters related specifically to the College should be forwarded directly to the college.