SSS Secretary

The Secretary provides essential clerical and administrative support for the TRiO Student Support Services (SSS) department. This role requires a high level of professionalism and independent judgment in managing communications, scheduling, record-keeping, and general office operations. The Secretary regularly interacts with students, faculty, staff, and the public and collaborates closely with departmental staff on budgeting, data collection, and program evaluation efforts.

(This position is on a non-tenure track and is ineligible for non-probationary status due to finite funding and duration as provided in the Alabama Code 16-24C-4(3)(b). 

Salary Schedule: Appropriate placement on Salary Schedule E5 06 ($28,836-$46,325) based on experience.

 

Essential Duties and Responsibilities

1. Serve as the department’s receptionist, greeting visitors and responding to inquiries.
2. Perform general clerical duties, including typing, filing, copying, note-taking, distributing meeting minutes, and transcribing documents.
3. Answer and direct incoming phone calls and visitors to the appropriate personnel or office.
4. Manage calendars and monitor emails to assist department leadership with scheduling, deadlines, and timelines.
5. Draft and prepare correspondence, including letters, memos, requisitions, proposals, and travel requests.
6. Coordinate travel arrangements, including preparing travel request packages and itineraries.
7. Submit and track purchase requisitions for supplies, materials, equipment, and instructional resources. Maintain accurate inventory records and coordinate inventory disposal.
8. Maintain comprehensive records related to budget, personnel, students, and program activities.
9. Ensure confidentiality of student records and other sensitive departmental information.
10. Manage and organize student records in compliance with U.S. Department of Education guidelines, including applications, income verification, and service documentation.
11. Enter student data into the BLUMEN BOT system, including academic progress, eligibility, participation, and tutoring sessions.
12. Input new student codes into the Banner system.
13. Post academic data (grades, attempted/earned hours, GPA, etc.) into student files.
14. Coordinate the collection and submission of timesheets and time & effort forms.
15. Work with professional tutors to provide contact information for new participants requesting tutorial services.
16. Work with the Academic Counselor to provide contact information for new participants needing an initial intake assessment.
17. Assist with the preparation of event materials such as advertisements, sign-in sheets, and evaluation forms; support event setup as needed.
18. Create and update office forms to improve recordkeeping and efficiency.
19. Assist the Director, Academic Counselor, and instructors in program activities, including data collection, service documentation, student follow-up, and report preparation.
20. Conduct follow-up communications with enrolled participants, graduates, and program dropouts.
21. Serve on college committees as assigned.
22. Stay current on technology trends and software relevant to the role.
23. Attend college faculty/staff meetings and committee meetings as required.
24. Provide high-quality customer service through courteous, responsive, and professional communication.
25. Perform all other duties as assigned by the Director.

The Secretary will be expected to work a flexible schedule which may include day, evening, night and weekend hours. This job description is a general statement of required major duties and responsibilities performed on a regular basis. It does not exclude other duties as assigned. This job description and specification should not be construed to imply that these requirements are the exclusive standards of the position. Incumbents will follow any other instructions and perform any other related duties, as may be required by their supervisor. 

Qualifications

1. A High School Diploma; Associate Degree from a regionally accredited institution is preferred.
2. Minimum of two (2) years of relevant clerical experience. 
3. Must be proficient in data entry and capable of preparing Annual Performance Reports, correspondence, travel documents, requisitions, and proposals in a timely manner.
4. Strong computer skills are required; experience with Ellucian Banner is preferred.

PHYSICAL REQUIREMENTS:
 

1. Must be able to work in a general office environment and sit or stand for extended periods. 
2. Ability to travel independently and move between multiple campus locations.
3. Ability to lift and transport items up to 50 lbs. independently.
4. Ability to bend, stoop, kneel, climb ladders or step stools as needed.

Application Procedures/Additional Information

Applicants may apply at www.lawsonstate.edu. For questions please contact the Office of Human Resources at 205-929-3408 . All application materials will become the property of the college. It is the sole responsibility of the applicant to ensure his or her application packet is completed. Only applications received during the period of this announcement will be considered. No previous application files will be transferred for consideration for this position.

A complete application packet consists of:

• A cover letter
• An Online application
• A current resume
• A copy of relevant post-secondary transcripts identifying the applicant, institution, and date of degree conferred.

If employed, all official transcripts must be received in the Office of Human Resources prior to the employment start date.

Applicants who fail to submit a complete application packet will not be considered. Before an offer is made, the top applicants must provide the following: Employment verification letter(s) from a current or previous employer detailing all relevant experience. Employment verification letters must include employment dates and job title and be on official letterhead with an authorized personnel signature. Work experience verification from a current employer may be delayed until an official offer of employment has been made. Applicants must submit a written request to delay submission or work experience verification from a current employer. 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.

EEOC, E-VERIFY, AND BACKGROUND CHECK STATEMENTS:

Lawson State Community College is an Equal Opportunity Employer. It is the policy of the Alabama Community College System, including all postsecondary community and technical colleges under the control of the Alabama Community College System Board of Trustees, that no employee or applicant for employment or promotion, on the basis of any impermissible criterion or characteristic including, without limitation, race, color, national origin, religion, marital status, disability, sex, age, or any other protected class as defined by federal and state law, shall be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program, activity, or employment. 

Lawson State Community College will make reasonable accommodations for qualified disabled applicants upon request. 

In accordance with Alabama Community College System Policy and Guidelines, the applicant chosen for employment will be required to sign a consent form for a criminal background check. Employment will be contingent upon the receipt of a clearance notification from the criminal background check. Lawson State Community 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.

ADDITIONAL 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 period of this announcement will be considered. Applicants must adhere to the College's prescribed interview schedule and must travel at their own expense. The College reserves the right to withdraw this job announcement at any time prior to awarding.