Student Support Services Clerk

Position Summary

The clerk position provides clerical and administrative support including data entry, filing, document preparation, scanning, mail distribution, recordkeeping, and maintaining confidential student and program files. The position assists with reports, payroll, tutor contracts, purchasing, grant documentation, student correspondence, recruitment, and program materials. The Clerk position also serves as a receptionist by answering phones, greeting visitors, assisting students, and provides excellent customer service.

Direct Supervisory Responsibility: No

Essential Duties and Responsibilities

• Performs general clerical functions including filing, data entry, sorting, word processing, document preparation, scanning, mail distribution, and mail-outs.
• Maintains participant databases, operating records, payroll, inventory, time, statistical data, and confidential office records.
• Checks documents for accuracy and performs data entry.
• Assists with the required reports, including compiling Annual Performance Report data.
• Creates newsletters, informational pamphlets, flyers, and program materials.
• Assists the Director/Assistant Director with payroll and tutor hiring, and staff leave records.
• Prepares requisitions, submits invoices, and obtains vendor quotes.
• Coordinates mid-term progress reports, sends grade letters, and other student correspondence.
• Assist students with the application process and recruitment.
• Creates and updates forms and maintains program files.
• Assists with monitoring grant budgets and maintaining financial documentation.
• Acts as receptionist, answers phones, greets visitors, and provides customer service.
• Operates computers, scanners, copiers, calculators, and other office equipment are operated.
• Serves on college committees as assigned.
• Complies with Alabama Community College System (ACCS), Gadsden State Community College, and applicable grant policies, procedures, regulations, and guidelines.
• Performs additional duties as assigned by the supervisor.

Qualifications

• Graduation from high school or GED certificate plus a minimum of 15 semester hours of postsecondary education in business or office-related coursework required.
• Associate’s degree is preferred.
• One year of experience in business or office-related work preferred.
• Strong skills in Microsoft Office preferred.
• Experience using computer systems and software in an educational or office environment preferred.
• Friendly personality; enthusiastic, positive attitude; evidence of trustworthiness and ethical conduct; effective human relations skills; strong work ethic.

DESIRED KNOWLEDGE, SKILLS, AND ABILITIES:

• Effective oral and written communication skills; effective telephone techniques.
• Knowledge of office practices, general regulations, and procedures.
• Ability to learn assigned clerical tasks readily and to adhere to prescribed institutional routines.
• Ability to make mathematical computations and tabulations accurately.
• Ability to keyboard at a minimum of 30 correct (net) words a minute for 3 minutes.
• Knowledge of general office procedures and proofreading (Basic Office Procedures Exam).
• Ability to establish and maintain effective working relationships with students, other employees and the public.
• Ability to maintain confidentiality of office information.
• Ability to learn and apply College policies, procedures, and safety practices.

Application Procedures/Additional Information

PROJECTED STARTING DATE:
November 2026

SALARY: Salary Schedule E5,06, ($29,989 - $48,180) Based on the 2026-2027 ACCS Salary Schedules. Salary will be based on VERIFIED education and years of VERIFIED FULL-TIME directly related experience that is stated on the initial job application and resume. Be sure all experience is stated on the application!

APPLICATION DEADLINE:
November 2, 2026– 4:00 P.M.

APPLICATION PROCEDURE:
Only complete application packages will be given consideration for employment. Complete package consists of (a) Gadsden State Community College application, (b) letter of interest, (c) current resume; and (d) copies of transcripts of post-secondary education.

Application materials must provide documentation that the applicant meets all minimum qualifications.

More than one position in the same job classification may be filled from the applicants for this position should another vacancy occur during the search process.

APPLICATIONS MUST BE FILED ONLINE AT: https://www.gadsdenstate.edu/about-us/employment.cms

IF AT ANY POINT YOU HAVE PROBLEMS COMPLETING YOUR APPLICATION, CONTACT THE HUMAN RESOURCES DEPARTMENT AT GADSDEN STATE (jobs@gadsdenstate.edu).

Salary Calculation: For all positions on all Salary Schedules, the salary amount for the selected applicant is determined by step placement on the applicable schedule. Step placement is dependent upon the following: (a) all full-time work experience in public education in Alabama and (b) all other full-time work experience outside of public education in Alabama that, in the sole judgment of the College, directly relates to the requirements of the position. The applicant selected for the position must provide written verification(s) of this full-time work experience within the time provided herein if such experience is to be considered in determining their initial step place on the Salary Schedule.

Format for Work Experience Verifications: Work experience verifications should be in the form of verification letters from employers and must include complete employment dates, job title(s), job duties, and an indication whether such employment was full-time or part-time, and if part-time, the average number of hours worked each week. The letters should be on official letterhead and contain an authorized personnel signature. The College’s official employment verification form is also acceptable and is available upon request. If an employment verification cannot be obtained due to a legitimate reason, for purposes of meeting minimum requirements an applicant may submit copies of other trustworthy documentation such as appointment letters, contracts, pay stubs, or W-2 forms documenting the term of employment. However, such documentation is generally insufficient for salary calculation purposes if job duties and dates of employment are not self-evident in the documentation.

Please Note:

• ALL APPLICATION MATERIALS MUST BE ELECTRONIC- It is recommended that you have digital (such as pdf) copies of your cover letter, resume, employment verification documents (if applicable), ALL required transcripts, and any other document identified in the vacancy announcement ready when you begin the on-line application process. You will be given the opportunity to upload these during the process.
• When you finish the steps to apply, you will receive an on-screen notice that you have successfully applied. HOWEVER, this notice does not mean your application materials are complete in accordance with the vacancy announcement.