Administrative Assistant for the Alabama Energy Infrastructure Training Center

ACCS•Jasper, AL

12d

About The Position

The Administrative Assistant provides high-level clerical, administrative, and office management support for the Alabama Energy Infrastructure Training Center. The position prepares electronic and written documents, carries out administrative procedures, receives callers and visitors, and performs related duties as assigned. The salary is set by appropriate placement on the ACCS Salary Schedule, E4, Grade 05, with a range of $34,298–$51,793. Work hours are Monday through Thursday, 7:30 a.m.–5:30 p.m., and Friday, 7:30 a.m.–11:30 a.m. Applicants must submit a complete online application packet, including an application, résumé, and college transcripts documenting any degree awarded and its confirmation date. Unofficial transcripts are accepted before the deadline; official transcripts are required if employed. Application materials must document minimum qualifications. Applicants must provide prior-employer documentation of full-time related work experience if an offer is made.

Requirements

High school diploma or equivalent.
At least one year of related work experience.
Ability to use Excel or other database software, such as Access, to enter, format, sort, and analyze information and prepare reports.
Ability to use Word or other word-processing tools to prepare and communicate information.
Knowledge of community college policies and procedures.
Knowledge of generally accepted office practices and procedures.
Knowledge of FERPA.
Skill in operating a computer, including tablets.
Skill in using a multi-line phone system.
Skill in operating general office equipment.
Ability to follow instructions and adhere to prescribed routines.
Ability to make decisions based on correspondence, data, or other information.
Ability to use and search the internet for information.
Ability to multitask and prioritize issues.
Ability to maintain confidential information.
Ability to work and communicate with people from diverse backgrounds.
Ability to use email systems to communicate information.
Ability to work independently with minimal supervision.
Ability to operate professionally at all times.
Ability to draft letters and other correspondence.
Ability to proofread and correct materials according to grammar rules and business etiquette.
Ability to remain calm and respond to issues in high-pressure situations.
Ability to manage upward to help maintain a manager’s schedule and priorities.
Conscientiousness and a desire to do good work.
Initiative to take responsibility for other work during downtime.
A friendly, patient approach to customer needs.
Willingness and desire to learn and apply new knowledge.
A positive attitude regardless of circumstances.
Confidence in decision-making and communication skills.

Nice To Haves

Knowledge of Banner or a related program.

Responsibilities

Greet in-person visitors and respond appropriately to their needs.
Answer a multi-line phone system and direct calls appropriately.
Screen, route, and coordinate the pickup of incoming mail, including email.
Receive, enter, and process paperwork, ensuring timely submission.
Maintain confidentiality when required.
Type and transcribe letters, memos, correspondence, and other written documents.
Enter information into Banner, Target X, or other software.
Maintain calendars and schedules for people, groups, and meeting spaces while balancing multiple schedules and priorities.
Request or arrange IT support for the department.
Implement and maintain filing systems and maintain resource materials and inventory.
Alert the supervisor to issues requiring upper-management attention.
Use Excel or other database software to track, sort, format, and analyze data for reporting, data analysis, and budget monitoring.
Prepare travel forms, arrange travel including airline tickets, hotels, and cars, and complete travel reimbursement forms.
Maintain inventory of office supplies, books, and other materials, and process purchasing requests.
Coordinate time-and-effort sheets and timesheets to ensure timely completion and compliance with scheduled dates.
Submit maintenance work orders or request and arrange janitorial support.
Perform other related duties as assigned.
Perform all duties professionally.