Administrative Assistant

To provide clerical assistance and administrative support in a fast-paced dynamic environment where high-energy, high-detail, flexibility and adaptability are essential. The ideal candidate will be able to respond quickly to changes made on short-notice and utilize critical thinking and problem-solving skills in the Office of Admissions and Enrollment Management. 

Salary Schedule:  Appropriate placement on Salary Schedule E5 06 ($28,836-$46,327)based on experience

Essential Duties and Responsibilities

1. Perform general secretarial/clerical duties including, but not limited to, keyboarding, filing, copying, note-taking, transcribing, and other office operations in fast-paced environment.
2. Provide optimal customer service including, but not limited to, courteous and responsive written and verbal communication.
3. Receive and direct in-coming telephone calls and visitors.
4. Prepare written correspondences, invoices, reports and other documents.
5. Prepare travel request packets and organizes itineraries as appropriate.
6. Prepare or summarize reports of a statistical and/or narrative nature for internal and external distribution.
7. Monitor calendar and e-mail to assist the area administrator with appointments, due dates and timelines.
8. Assist in planning and organizing meetings and workshops as needed.
9. Maintain and safeguard the confidentiality of documents, general files, and other pertinent information.
10. Organize and maintain a filing system for office records as appropriate.
11. Process and disseminate incoming mail as appropriate.
12. Maintain an inventory of office supplies, forms, equipment, etc., and prepare requisitions as needed.
13. Prepare requisitions for purchase order generation for the procurement of materials and supplies.
14. Keep current on upgrades in technology as related to the specific area and assignment.
15. Answer incoming switchboard calls and transfer callers to appropriate extensions.
16. Serve on college committees as assigned.
17. Perform other job related duties as assigned by the appropriate administrator/supervisor.

This description is a general statement of required major duties and responsibilities performed on a regular basis. It does not exclude other duties as assigned.

Qualifications

REQUIRED EDUCATION, STANDARDS, AND TRAINING: 
 

• High School Diploma or GED
• At least 3 years of recent experience working in a fast-paced office setting
• Proficient in Microsoft Word, Excel and Outlook

PREFERRED EDUCATION, STANDARDS AND TRAINING:
 

• Associate’s Degree or higher

REQUIRED LICENSE, CERTIFICATION, OR SPECIAL CREDENTIALS:
None
OTHER QUALIFICATIONS AND JOB REQUIREMENTS:
 

• Must have effective oral and written communication skills
• Must have the ability to multi-task, prioritize and good time-management
• Must have the ability to resolve Admissions issues associated with the work
• Must be detailed oriented and possess good organizational skills
• Must be flexible and adaptable
• Must have an orientation for people and the ability to work with the public
• Must be able to work under pressure, deadlines and deal with stress
• Experience with Ellucian Banner 9 or other Enterprise Resource Planning software is preferred.

PHYSICAL DEMANDS –STRENGTH RATING
 

• Must be able to sit for prolonged periods of time.
• Must be able to receive and direct a high volume of telephone calls and inquiries

Application Procedures/Additional Information

Applicants may apply at www.lawsonstate.edu. For questions please contact the Office of Human Resources at 205-929-3408 or at humanresources@lawsonstate.edu. 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.