What are the responsibilities and job description for the Administrative Program Assistant (I.T., Operations, Security Departments, and Bookstore) position at Coastal Alabama Community College?
Position Summary
POSITION SUMMARY:
The Administrative Program Assistant provides comprehensive administrative and program support to the areas of Information Technology (I.T.), Operations, Security, and the Bookstore. This position assists in the development, organization, coordination, and implementation of activities and services that support the mission, goals, and strategic priorities of the College.
SALARY:
Appropriate placement on Alabama Community College System Board of Trustees
Salary Schedule E3, Grade 04
Salary Range $41,349 - $59,541 (12 months, Non-Exempt)
Salary step placement is based on experience per Drake State’s practice for awarding salary step credit
Work Hours: 8:00 am - 5:30 pm Monday - Thursday and 8:00 am - 12:00 pm Friday
Essential Duties and Responsibilities
The Administrative Program Assistant shall perform the duties as specified in conformity with policies established by the Alabama Community College System Board of Trustees and the J.F. Drake State Community and
Technical College Faculty and Staff Handbook.
- Provide clerical support for the Director of IT Services, Director of Operations, and the Chief of Police
- Provide support for the bookstore- ordering, stocking, and tracking merchandise
- Receive and handle communications, including electronic communications, correspondence, and telephone calls
- Manage affairs in the assigned office(s) in an effective and professional manner
- Manage the campus access system
- Organize and track campus assets
- Manage the campus fleet (Check in and out, schedule cleaning and/or maintenance)
- Complete all forms and processes to support facilities expansion
- Support efforts to secure quotes, vendor registrations and other processes as needed.
- Compose letters, memorandums, and other correspondence
- Schedule and arrange all appointments, meetings and travel plans
- Maintain a comprehensive filing system of all student files
- Ensure files are scanned in the BDMS system
- File and maintain documents of a confidential nature
- Work effectively with Banner processes
- Serve on college committees as requested
- Assist the assigned office(s) in implementing strategies to ensure accuracy, quality, and effectiveness in data collection, evaluation, and dissemination
- Assist with ensuring accountability and control of College assets
- Order, organize, and maintain equipment and supplies
- Oversee campus delivery of packages, equipment, etc.
- Retain and submit documentation as requested to support accreditation efforts
- Perform other work-related responsibilities as assigned by the Dean of Students, Director of IT Services, Director of Operations, the Chief of Police, and/or President
Job description may be modified or altered at any time by management.
Qualifications
REQUIRED QUALIFICATIONS:
- Minimum of an earned Associate’s degree from a regionally accredited institution or three (3) years of full-time secretarial or related administrative experience
- Excellent computer skills
- Excellent oral, auditory, and written communication skills
- Excellent organizational skills
- Ability to handle multiple tasks
- Ability to proofread work for accuracy
- Ability to establish and maintain effective working relationships with students, other employees, and the public
- Knowledge of advanced word processing, spreadsheet, database software, and other current computer software applications
- Ability to maintain confidentiality of office information
- Ability to lift 30 lbs. on an infrequent basis
- Ability to stand for prolonged period of time
- Ability to organize work-space
PREFERRED QUALIFICATIONS:
- Experience working with Banner
- Experience working with a budget management
DESIRED PROFILE: Preference will be given to candidates who can demonstrate through their experiences and accomplishments:
- An understanding of and a commitment to the philosophy and mission of a community and technical college
- A sensitivity and commitment to cultural diversity
- Ability to handle various situations in a calm and professional manner
- Ability to work well under pressure and deadlines
- A commitment to teaching and learning, where recent high school graduates, adult students, and non-traditional students are involved
Application Procedures/Additional Information
Applicants must meet the minimum qualifications and must submit a complete application packet through the NEOED on-line application system to be considered. A complete application consists of the following:
- An on-line application
- Current resume
- Copy of unofficial college transcripts (Transcript must confirm applicant meets educational requirements.)
Application materials must provide documentation that the applicant meets all minimum qualifications.
Please Note: If an applicant submits more than one application packet, only the most recently submitted application packet will be reviewed.
Background Check Requirement
In accordance with Alabama Community College System Policy and guidelines, the applicant chosen for employment will be required to sign a consent form and agree to a criminal background check. Employment will be contingent upon the receipt of a clearance notification from the criminal background check.
IMPORTANT INFORMATION
Applicants must meet the minimum qualifications as indicated on this vacancy notice and must submit a completed application packet in order to be considered for this position. Complete application files must be received no later than the application deadline. Applicants who fail to submit all required information will be disqualified. Only applications received during the open period of this announcement will be considered. Applicants must travel at their own expense. Finalists will be required to provide official transcripts that are mailed directly to the Office of Human Resources at Drake State Community and Technical College from the institution(s) granting the credits.
All applicants must have an on-line and completed application packet by the deadline date. All applications received will be screened and interviews scheduled by appointment only. All applicants must adhere to the College’s prescribed interview schedule and must travel at their own expense. Applicants must demonstrate written proficiency in English as part of the on-campus interview process. Drake State Community and Technical College is an active participant in the Employment Eligibility Verification Program (E-Verify). E-Verify electronically confirms an employee’s eligibility to work in the United States as required by the Department of Homeland Security.
Drake State Community and Technical College is an equal opportunity employer. It is the official policy of the Alabama Community College System, that no person shall, on the grounds of race, color, disability, gender, religion, creed, national origin, or age, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program, activity, or employment. Drake State will make reasonable accommodations for qualified disabled applicants or employees. Drake State reserves the right to withdraw this job announcement at any time prior to awarding. Drake State compiles information about safety and security and publishes an annual report. This report can be found on the website by accessing the crime and safety report link. The link can be found on the Drake State home page by clicking the “About Drake State” tab and then selecting the “Campus Security Report” link. A copy can also be obtained by contacting the Director of Operations at 256-551-5210.
The College reserves the right to fill the position within (120) days of the job announcement stated closing date or to not fill the position due to budgetary or operational considerations. Further, the College reserves the right to fill more than one position in the same job classification should another vacancy occur during the search process.
Employer
ACCS
Website
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Sick Leave
All regular full-time non-instructional staff earns one day of sick leave which is the equivalent of 8 hours of sick leave per month. Unused sick leave is rolled over to the following year. Upon retirement, employees are allowed to convert unused sick time into service time for the purpose of retirement. Further retirement benefits may be found on this page under Alabama Teacher's Retirement.
8 hours per month
(may accumulate an unlimited number)
(may accumulate an unlimited number)
Annual Leave
All regular full-time non-instructional staff earn annual leave per month. A complete description of leave benefits can be found with the Human Resources office.
0-4 years 8 hours per month
5-9 years 10 hours per month
10-14 years 12 hours per month
15-19 years 14 hours per month
20 16 hours per month
(may accumulate up to 480 hours)
Personal Leave
All regular full-time non-instructional staff earns up to two (2) regularly scheduled workdays of personal leave per leave year.
Unused Personal Leave converts to sick leave if not used.
(converts to sick leave at the end of August each year if not used)
Professional Leave
Up to 10 days a year of professional development leave with pay may be granted by the President.
Holidays
New Year's Day
Martin Luther King/Robert E. Lee Birthday
National Memorial Day
Juneteenth
Independence Day
Labor Day
Veterans Day
Thanksgiving Day
Day after Thanksgiving Day
Christmas Eve
Christmas Day
16 (5 locally assigned)
Contracted Work Days
260
Retirement
The TRS was established in 1939 to provide benefits to qualified persons employed by state-supported educational institutions. Responsibility for the management and administration of the TRS is vested in its Board of Control. The Boards of Control elect the Secretary-Treasurer who serves as the Chief Executive Officer of the RSA and is responsible for the day-to-day management of the RSA. The TRS is a defined benefit plan qualified under Section 401(a) of the Internal Revenue Code. All regular full-time and part-time employees (non-temporary and non- student) who work at least 20 hours per week are required to participate in The Teachers' Retirement System of Alabama.
Tier I - Pays 7.50% monthly. State matches 14.57% (effective 10/01/25)
Tier II – Pays 6.20% monthly. State matches 13.61% (effective 10/01/25)
Law Enforcement Officers:
Tier I-Pays 8.50% monthly. State matches 14.57% (effective 10/01/25)
Tier II- Pays 7.20% monthly. State matches 13.61% (effective 10/01/25)
Health Insurance
PEEHIP, established in 1983, provides health insurance benefits for active and retired education employees and is governed by the PEEHIP Board of Control. The Boards of Control elect the Secretary-Treasurer who serves as the Chief Executive Officer of the RSA and is responsible for the day-to-day management of the RSA.
Premium amounts:
- Single $ 30
- Family (without Spouse but with dependents) $ 207
- Employee Spouse (no dependents) $ 282
- Family (with Spouse and dependents*) $ 307
- Includes $100 per month spousal surcharge Note: The spousal surcharge does not apply to spouses who are independently eligible for PEEHIP.
Tobacco Usage Premium
- Member $ 50
- Spouse $ 50
Wellness Premium
- Member $ 50
- Spouse $ 50
If desired, the employee may elect four options rather than health insurance options to include hospital indemnity, cancer, dental, and vision.
Optional Coverage Plan Premiums
- Cancer, Indemnity, and Vision Single or Family (cost per plan) $ 38
- Dental Single $ 38 Dental Family $ 50
Duty Hours
(hours vary by campus and needs of the student)
Tuition Assistance
This tuition waiver program is designed for all full-time instructional and non-instructional employees of The Alabama College System and the Alabama Department of Postsecondary Education and their dependents as defined under by policy. The program will be coordinated by each institution for employees within The Alabama College System and the Alabama Department of Postsecondary Education. An application form for the tuition assistance program is available in the Human Resources office and should be completed prior to registration for classes.
Employees/Dependents at two-year colleges:
- 1/3 waived after 1st year
- 2/3 waived after 2nd year
- 3/3 waived after 3rd year
Salary : $41,349 - $59,541