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.?

• Processes good student discount requests, major change request forms, enrollment verification requests and FERPA release forms.
• Assists the Associate Registrar with evaluating incoming college transcript.
• Resolves daily problem transcript orders in Parchment.
• Submits daily enrollment/degree verifications for National Student Clearinghouse.
• Assists with all registrations as assigned, including possible evening hours.
• Assists with graduation as needed.

• 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.

Application Procedures/Additional Information