SSS Secretary
Lawson State Community College

Job Info

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Position Summary

The secretary performs a variety of clerical and office management duties with a high level of responsibility in the TRiO Student Support Services (SSS) department. This will involve contact with students, other Lawson State Community College Departments, and the general public with frequently exercising independent judgement. In addition, the Secretary will collaborate with other staff for office operations, projects budgeting, data collection and program evaluations.

Salary Schedule: Appropriate placement on Salary Schedule E5 06 ($28,271- $45,419) based on experience.

Essential Duties and Responsibilities

Serves as the receptionist for the Student Support Services Department

Preforms general secretarial duties including but not limited to keyboarding, filling, coping, taking notes, distribute minutes from departmental meetings, transcribing and other office operations

Receives and directs in coming telephone calls and visitors to the appropriate area

Monitors the calendar and emails to assist area administration with appointments, due dates and timelines

Type letters, memorandums, requisitions, proposals, travel request and other correspondences

Prepares travel request package and organizes itineraries as appropriate. Prepare and submit requisitions for supples, materials equipment and instructional material and maintains accurate records of inventor and inventory disposal

Completes and submits purchase requisitions, staff travel request

Maintains records which include information pertaining to budget, personnel, students and program activities

Maintains and safeguards the confidentiality of documents and other pertinent student participant information

Manage and maintain student records according to the U.S. Department of Education Guidelines (Application, Income verification, documentation of services, etc.).

Input student participant academic progression, participation, participant eligibility information, tutoring sessions into the BLUMEN BOT Data System.

Codes all new students in the Banner System

Post grades, hours attempted, hours earned, quality points received, and grade point averages (Transcripts) in student files.

Coordinates with other staff for the monthly submittal of timesheets/time and effort forms.

Coordinates with Professional Tutors to provide contact information of new participants requesting tutorial services

Coordinates with Academic Counselor/ Coach to provide contact information of new participants needed to conduct initial intake assessment

Collaborates with other staff to prepare event advertisements, sign in, evaluation forms and set up as needed

Develops and revises office forms to enhance the recordkeeping process when needed

Assist the Director, Academic Counselor/Tutor Coordinator and instructors with program activities collection of required data for student records, documentation of student eligibility and services provided, follow up and preparation of related reports.

Conducts follow-up on enrolled participants, graduates and drop outs of the program.

Servers on college committees as assigned

Keeps current on technology trends as it relates to a specific area and assignment

Attends college faculty/staff and committee/support personnel meetings.

Provides optimal customer service including, but not limited to courteous and responsive written and verbal communication.

Perform all other related 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. By signing below, you acknowledge that you are able to perform the essential functions of this role with or without accommodations.Qualifications

REQUIRED EDUCATION, STANDARDS, AND TRAINING:

1. Associate's Degree from a regionally accredited institution; recent or upcoming graduate within one semester of graduation is preferred
2. Two years of related clerical experience; one year of college coursework in an office administration or related program may be substituted for one year of experience.
3. Must be able to input student data, prepare Annual Performance Report, type letters, memorandums, requisitions, proposals, travel requests, and other correspondence on time
4. Computer skills required; experience with Ellucian Banner is desired

PHYSICAL REQUIREMENTS:

General office environment with the ability to stand or sit for prolonged periods;

Ability to travel independently and navigate between multi-campuses;

Ability to lift, move, or transport independently up to 50lbs;

Ability to climb a ladder and/or step stool, bend, stoop, kneel, etc.,

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.

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