Position Summary

The Assistant II performs clerical responsibilities in maintaining department, division, or campus records and other related procedures of the assigned department/office/campus following established policies and procedures, rules and regulations.
Appropriate placement on the Alabama Community College System salary schedule E3-04.

Essential Duties and Responsibilities

• Performs receptionist duties and telephone communications such as answering phones, taking/delivering messages, answering calls from the phone queue system (if applicable); greeting students, employees, and/or guests; Scheduling appointments as necessary; Opening, sorting, and appropriately distributing incoming and outgoing mail; and Answering routine questions to students, employees, and guests.
• Performs general clerical responsibilities for the office, department, and/or campus including, but not limited to: Calendar maintenance; Operating general office and computer equipment; Securing equipment repair as needed; Assisting with travel arrangements and conference requirements; and Assisting employees with standard departmental procedures during peak work periods.
• Performs record keeping and data entry responsibilities including but not limited to: Organizing and maintaining office filing system; Organizing and maintaining scanned documents; Copying; Recording and transcribing meetings; Data entry into multiple databases at one time; Typing correspondence (emails, memos, letters); Entering, editing, maintaining, and retrieving information and/or data on spreadsheets, databases, or other College systems; Assisting with reports and/or projects; Distributing information as directed; Assisting with the creation of brochures, flyers, and/or other materials;
• Performs purchasing responsibilities for the office/department, including, but not limited to: Creating purchase orders and processing requesting payment of invoices/requisitions; Ordering office supplies; Checking and maintaining office supply levels; Receiving materials; Verifying deliveries; and Assisting with periodic inventory.
• Assists with the organization and facilitation of meetings and/or events upon request. Schedules rooms for meetings and schedules the use of any Distance Education facilities for meetings and events.
• Resolves issues utilizing proactive critical thinking skills.
• Cross trains with departmental staff and fills in for/assists other support personnel in the office in the event of absence, emergency, etc.
• Keeps office neat and presentable. Ensures that any materials approved for shredding are shredded.
• Makes suggestions to the Supervisor concerning improvement of the office, in keeping with policies and procedures.
• May schedule and train student employees.
• Performs all responsibilities using a high level of quality customer services to students and visitors.?

• Provides information on programs and courses to prospective students, responding to all inquiries with appropriate information and materials.
• Informs prospective students of requirements for acceptance at Coastal Alabama Community College, reviewing applications, and forwarding to Admission's Office.
• Receives and acknowledges receipt of admissions applications, high school transcripts, college transient letters, college transcripts, and dual enrollment forms. Acknowledges all inquiries, keeping applicants informed of their current status in the admissions process. Enters admissions data in the computer. Prints missing admissions data reports and working with other campuses and centers to help resolve problems as quickly as possible.
• Collects, processes, and receipts tuition, parking decals, and other fees and/or fines.
• Assists students with financial aid information, including, but not limited to: verifying student data entered during the FAFSA completion process; scanning supplemental application documents and answering general student questions.
• Assists students with account and access issues as necessary.
• Assists students with various problems and if necessary, directs them to the appropriate office / offices on campus.
• Assists Human Resources with the collection of employment record information for full-time and part-time employees, as needed.
• Assists with student activities, as needed.
• May assist with processing dual enrollment students and related requirements.
• May assist with processing of admission applications.
• May produce and/or distribute student and employee IDs, as needed.
• May assist with the maintenance of course and curriculum materials according regulatory guidelines and College policies.
• May assist with textbook orders and other bookstore orders, as needed.
• May assist the Library, as needed.
• May assist with events and/or courses/workshops by scheduling rooms, assisting with course materials/books, technology or room setup, etc.

• Handles sensitive information in a confidential manner.
• Maintains a highly professional attitude and demeanor at all times.
• Provides responsible, appropriate, and satisfactory leadership on campus and within the College.
• Communicates positively and professionally in all aspects of the position.
• Attends all staff meetings, College meetings, and professional development activities.
• Becomes thoroughly familiar with all pertinent state and national policies and comply with said policies.
• Serves on and provide information to college committees as needed.
• Complies with ACCS and College policies, as well as state and federal laws.
• Ensures the positive promotion of the College and integration of all campuses within the College.
• Is prompt and punctual in reporting for work, meetings, and office hours.
• Performs other duties as assigned.

Qualifications

• Associate’s degree from a regionally accredited institution OR equivalent recent relevant full-time work experience (two years of full-time recent relevant work experience for every one year of college).
• One year of related experience.
• Knowledge of filing, typing, records management, and general office procedures.
• Excellent customer service delivery.
• Experience in the use of current educational technologies in the workplace including word processing, spreadsheet, database, presentation software (e.g., Microsoft Word, PowerPoint, Excel, and Outlook).
• Effective oral and written communication skills.
• Excellent time management skills
• Ability to work well with others, work under pressure, and handle multiple and competing priorities.
• Ability to travel between campuses as needed. A current and valid driver’s license to travel between campuses, as needed.

• Experience using Ellucian Banner ERP system.
• Community College experience.
• Ability to organize, manage confidential information, and oversee special projects through to completion.
• An understanding of and commitment to the philosophy and mission of a comprehensive community college.
• Commitment to all students and faculty including those of diverse cultures and ethnic backgrounds.
• An understanding of the broad range of students' abilities in an open admissions college and the ability to communicate to the community college student population.
• Experience in an admissions, registrar, or college business office.

Application Procedures/Additional Information

• A completed online application form.
• Current resume’ showing education degrees earned and complete employment history.
• Copies of transcripts from all colleges attended where required degrees were conferred. Degree(s) must be posted on transcripts. Official copies will be required if employed with the institution.

• It is recommended that you have digital (PDF) copies of your resume and unofficial and/or official transcripts. You will be required to upload this during the application process.
• We do not accept paper, faxed or emailed applications and application materials.
• You may not put “see resume” on any section of the application form.
• Please ensure that uploads are not behind a paywall or a password-protected area. The screening committee may disqualify your application packet if required uploads are inaccessible.
• When you finish the steps to apply to a job, you will receive an on-screen notice that you’ve successfully applied. However, this notice does not mean your application materials are complete.
• Correspondence regarding positions (i.e., scheduled interview appointment, position filled announcement) will be sent to applicants through the e-mail address used on the applicants’ NEOGOV accounts. Applicants are required to monitor their e-mail accounts for updates regarding positions.
• Incomplete application packets will eliminate the possibility of an interview. It is the sole responsibility of the applicant to ensure his or her application packet is complete.

• The college may require that applicants for faculty positions submit supplementary information from the attending college registrar to explain undergraduate courses that received graduate credit on the academic transcript prior to being considered for an interview.