Administrative Assistant III - CHSSO

Alabama Institute for Deaf and Blind•Talladega, AL

13d•Onsite

About The Position

The Administrative Assistant III is responsible for providing administrative support for the Chief Health and Student Services Officer (CHSSO). This role involves managing payroll, accounting, travel, various reports, data collection, and planning unit activities. The position plays a vital role in supporting staff and consumers, requiring a positive, approachable, and professional demeanor. The Administrative Assistant III will also handle day-to-day communication with various departments to provide support as necessary and will be able to work independently as well as with a team.

Requirements

High School Diploma or equivalent
Five years successful work experience in secretarial, business, or clerical field.
Must meet suitability/background requirements for employment
Proven knowledge and hands-on experience in modern office practices, procedures, equipment, and advanced word processing.
Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and Google G-Suite (Docs, Sheets, Slides, Drive, and Calendar).
Demonstrated ability to handle extremely sensitive, restricted, or confidential documents and information with a high level of integrity and professionalism.
Exceptional organizational skills with the ability to take initiative, anticipate issues, multi-task, and meet deadlines.
High level of flexibility when managing work assignments, shifting priorities, and unexpected interruptions.
Strong interpersonal and communication skills; ability to interact pleasantly, professionally, and courteously with the public and co-workers in person, via phone, and in writing.
Strong diligence in detail and accuracy of work.

Nice To Haves

College Degree
Ten Years of successful work experience in secretarial, business, or clerical field.
One (1) year or more experience working with individuals with sensory loss

Responsibilities

Provide direct secretarial support to the CHSSO, including managing appointments, scheduling meetings, maintaining calendars, and arranging transportation, interpreters, or other support activities.
Type and format complex and/or technical materials, correspondence, and detailed reports.
Record, finalize, and distribute meeting minutes in a timely manner.
Receive, sort, stamp, and route incoming/outgoing mail.
Coordinate room and vehicle schedules, compile information for the AIDB Calendar, and prepare/distribute materials for annual events.
Maintain office equipment and supplies.
Submit and track IT and Central Maintenance work orders to ensure smooth departmental operations.
Prepare reports as needed for the CHSSO.
Assist President’s Office with personnel matters and preparation of documents.
Assist CHSSO in preparation, analysis, and monitoring of all HCS budgets, including account transfers, based on approved procedures.
Receive all fiscal management forms from HCS departments (travel requests, check requests, requisitions, etc.); obtain CHSSO’s approval and process for transaction completion, based on approved procedures.
Ensure year-end procedures as established by the CFO, such as submission of final requisitions and receivers, are followed by all HCS Departments.
Maintain personnel position requirements database for HCS employees and ensure payroll is accurate and submitted timely.
Develop and maintain a rigorous project tracking system outlining staff responsibilities, milestones, due dates, and deliverables.
Prepare and present relevant operational information to other departmental clerical support staff to align practices and maintain administrative standards.
Work collaboratively as part of the broader administrative team and perform other duties—including cross-clerical support—as assigned by the CHSSO.